Medical Receptionist/ Admin/ Secretary

North Staffordshire Combined Healthcare Trust

This job is now closed

Job summary

Would you like to become a member of our Primary Care Services administration team providing innovative care to our patient population as part of an outstanding CQC organisation?

Do you want to have a job that makes a difference and helps people? Are you organised, and keen to use your skills to help our doctors, nurses, andother healthcare staff to provide an outstanding service? Then you might fit in very well inour coding team.

We are looking to appoint a highly motivated and experienced administrator who is able to work cross site at our three integrated practices Moorcroft Medical Centre, Holmcroft Surgery and Keele Health Centre supporting the admin function with particular focus on coding medical documents.

The main responsibility of this role is to administrate and filter the paperwork workflowso that the GPs only see the items they need to action and the rest is on the patientsrecord ready for their next interaction.You will be responsible for the coding of relevant information from hospital letters andclinical correspondence into the patients electronic healthcare records on the clinicalsystem, adhering to the practice coding policy

We are a friendly and well organised team with a forward thinking approach. Full training will be provided to support induction into the role.

Main duties of the job

To work as a clinical coder within Moorcroft, Holmcroft and Keele practices.

To support the current team in managing both incoming and existing workload

Use of EMIS and Docman

Coding from letters received from secondary care

To work within the processes and protocols which allow the organisation to comply with CQC and clinical and information governance requirements.

Ensuring that a general broad knowledge of all tasks is in place and requesting further support and training as gaps in knowledge are identified.

Liaising with and supporting practice team members for general queries and any practice systems which are in place such as recall, target achievement etc.

Contributing towards any projects or pilots that the practice may take part in.

Acting upon clinical team queries and/or instructions from the clinical team.

Identifying issues which need further management and making the appropriate team member aware of the need to action.

Contribution towards the setting up of appropriate protocols and adhering to them.

Covering team absences to ensure a safe working environment and preservation of safe working systems.

About us

As a Trust we remain bold and ambitious with plans for both service and system collaborative transformation over the coming years to improve the health and wellbeing of our local people through high quality care.

We pride ourselves onensuring our team has their wellbeing put first and as such provide a range of wellness opportunities including flexible working.

We are committed to the Greener NHS national ambition to becoming the world's first 'carbon net zero' national health system by 2045 (Greener NHS (england.nhs.uk). As part of this, sustainability is embedded in our strategy as one of our four key enablers. In order to deliver on this commitment, we recognise that we need a workforce that is as passionate as we are about achieving these goals, for the benefit of our service users, workforce, local communities and the planet alike. For 2024/2025, we have launched our "Proud to be Green" engagement campaign which is aligned to the targets set out in our Green Plan. As a Trust, you can be assured that we will commit to supporting you in working towards our net zero ambitions, set out in our Green Plan, through our sustainability programme".

The Trust is committed to ensuring that a diverse workforce is representative and inclusive at all levels. We would very much welcome applications from all under-represented groups including women, people with disabilities, people from global majority backgrounds, and those from the lesbian, gay, bi and trans communities.

Date posted

05 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

232-PRC-7008808

Job locations

Moorcroft Medical Centre

Stoke-on-Trent

ST1 3NJ

Job description

Job responsibilities

Preparation of new and existing medical records for summarising onto the EPR.
Identification of disease and the validation and entering of patient details onto appropriate disease maintenance and recall systems.
The printing of EPR'S and attachments for patients leaving the practice and their forwarding to North Staffordshire Health Agency.
Filing of paper information which is not scannable and inclusion of reference to paper information within the EPR as per scanning protocol.
Record filing and good house-keeping of notes.
Following up queries and ensuring that a satisfactory conclusion is reached for such queries.
Follow-up and resolution of queries with parallel services.
Preparing notes for surgeries and providing accurate computer and hard copy listings.
Scanning of all medical information into the patient electronic medical record.
Retrieval of medical information from the patient electronic medical records and the provision of either hard copy or disc for patients leaving the practice.
Appropriate distribution of approved release of reports etc via post, fax etc.
Accepting home visits and preparing visiting lists.
Assist responsible administrative officers in the processing of forms and administrative requirements.
Preparation of new patient records for summarising.
Accurate and appropriate input of data onto the clinical system in accordance with our security policy for information systems within the practice.
Appropriate use of IT equipment in accordance with Health & Safety Policy.
Validation and matching of correct patient with correct information.
Application of computerised appointments, prescription and word processing systems.
Use of Docman software for the management of clinical mail.
Use of Ordercoms and Medisec systems.
Use of computerised searches to identify specific data requirements.
Application of computerised links and actioning appropriate action according to practice protocols which may include registration and pathology.
To contribute towards new IT systems and tasks as they become available such as electronic booking of hospital appointments etc.

Job description

Job responsibilities

Preparation of new and existing medical records for summarising onto the EPR.
Identification of disease and the validation and entering of patient details onto appropriate disease maintenance and recall systems.
The printing of EPR'S and attachments for patients leaving the practice and their forwarding to North Staffordshire Health Agency.
Filing of paper information which is not scannable and inclusion of reference to paper information within the EPR as per scanning protocol.
Record filing and good house-keeping of notes.
Following up queries and ensuring that a satisfactory conclusion is reached for such queries.
Follow-up and resolution of queries with parallel services.
Preparing notes for surgeries and providing accurate computer and hard copy listings.
Scanning of all medical information into the patient electronic medical record.
Retrieval of medical information from the patient electronic medical records and the provision of either hard copy or disc for patients leaving the practice.
Appropriate distribution of approved release of reports etc via post, fax etc.
Accepting home visits and preparing visiting lists.
Assist responsible administrative officers in the processing of forms and administrative requirements.
Preparation of new patient records for summarising.
Accurate and appropriate input of data onto the clinical system in accordance with our security policy for information systems within the practice.
Appropriate use of IT equipment in accordance with Health & Safety Policy.
Validation and matching of correct patient with correct information.
Application of computerised appointments, prescription and word processing systems.
Use of Docman software for the management of clinical mail.
Use of Ordercoms and Medisec systems.
Use of computerised searches to identify specific data requirements.
Application of computerised links and actioning appropriate action according to practice protocols which may include registration and pathology.
To contribute towards new IT systems and tasks as they become available such as electronic booking of hospital appointments etc.

Person Specification

Qualifications

Essential

NVQ 3/RSA 3 Business Administration or equivalent

Experience

Essential

Experience of a range of secretarial procedures and software programmes

Knowledge

Desirable

Knowledge of systems used in GP surgery

Person Specification

Qualifications

Essential

NVQ 3/RSA 3 Business Administration or equivalent

Experience

Essential

Experience of a range of secretarial procedures and software programmes

Knowledge

Desirable

Knowledge of systems used in GP surgery

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.