Church Stretton Medical Practice

Document Management Team Supervisor

This job is now closed

Job summary

We are looking for an enthusiastic and resilient person to join our admin team as a Document Management Team Supervisor. This role is predominantly the processing of documentation received into the Practice via all mediums, including the development of the team and processes.

Applicants will need a pleasant, approachable manner, be a team player, have good computer skills, good communication skills and the ability to remain calm whilst busy. Whilst previous experience of working in a Primary Care environment would be an advantage, it is not essential. Appropriate training will be provided for the right applicant.

The hours to be worked are negotiable, but will be Monday to Friday. Interviews will be held week commencing 5 February 2024.

Main duties of the job

The role is to manage the existing document management team. This team is responsible for the management of all documentation that comes into the medical practice via mail, e-mail and other electronic forms. All patient related documentation needs to be processed onto patient's medical records utilising the Docman 10 system. It is an important role as it is imperative that all documents get filed onto the correct patient's records in a timely fashion.

This role will also be in charge of developing protocols and processes to make sure the team is working to the best of its ability, to include benchmarking against other practices.

You will also be responsible for the management of the team, ensuring that there is cover in place at all times.

About us

We are a rural Medical Practice situated near the Stretton hills. There is a population of over 7,200 people that utilise the Practice.

We have 6 GP partners, 1 salaried GP and a staff of 26 including nurses, HCAs and a range of Admin roles including receptionists.

Date posted

11 January 2024

Pay scheme

Other

Salary

£11.60 an hour

Contract

Permanent

Working pattern

Part-time

Reference number

A4690-24-0000

Job locations

Church Stretton Medical Practice

Easthope Road

Church Stretton

Shropshire

SY6 6BL

Job description

Job responsibilities

Supervise the Document Management Team, to include ensuring cover is in place for periods of absence; developing the ways of working and protocols to reflect these; training needs of the team and that all documentation received is dealt with in a timely way.

Regular checks of the Document Management email address throughout the day to ensure all documentation relating to patients is uploaded on to medical records and processed accordingly.

Twice daily opening, scanning and work flowing of all mail requiring uploading on to Medical Records.

Monitoring and extraction of all other relevant information that is delivered to the Practice that is relevant to individual patients, ensuring that it gets uploaded to medical records.

Ensure that anything urgent or relating to safeguarding is dealt with immediately and flagged up to the relevant clinician as soon as possible, if they are not available the Doctor of the Day should be contacted.

Undertake the coding of information on patient records in accordance with correspondence received and in line with current protocols.

Liaise with the Document Management Lead GP at least monthly to ensure protocols are working and to discuss any adjustments that are needed.

Maintain patient confidentiality at all times and comply with all aspects of Data Protection Act.

Keep up to date on Docman 10, Emis and other IT tools that enable the job role.

Ensuring the original Safeguarding documents are filed securely and an up to date register held.

Close liaison with Secretarial team due to connected work loads.

Follow practice procedures in the event of a fire.

Undertake statutory and mandatory training.

Attend and participate in meetings as required.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time.

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

Provide occasional cover for the e-consults and Practice Enquiries e-mail addresses as required.