Administration - Patient Records

Job description

Job responsibilities

This role is to provide general administrative support for patient registration and record processes. To thrive in this role, you will be methodical, and meticulous to ensure records are correct, and work is completed each day. You will always observe complete confidentiality.

Key Tasks & Responsibilities

Manage your own emails, tasks, and mandatory training

Consistently complete incoming work

Enter coded information accurately and quickly

Work together with colleagues, in particular the other Admin for patient records

Any other work requested by a manager, or your line manager to support ad hoc tasks

Post & General Support

Date-stamp all correspondence.

Open courier post from St Marys or communication received over the reception desk, through the letter box, from the internal scanning tray, triage then scan relevant documents into a batch for processing

Open external post, scan patient related documents into a batch/distribute non-scanned items to relevant parties

Apply correct postage to all outgoing letters and parcels including signed for / special delivery and ensure the post is ready for collection on the ground floor each day

Inform MC when stamp supplies are low (when starting on last book of that type of stamp)

If patient is requesting GP/ANP appointments via letter, check record for any exceptions, if no, send letter advising need to use Rapid Health

Print monthly cleaning sheets ready for the last Friday of the month to support infection control process

Email Box Monitoring

Review CowesMC mailbox for all incoming alerts, patient correspondence etc every 30 minutes to process/forward according to the protocol

Monitor daily the retinal screening mailbox, processing onto the patient record and coding retinal screening letters

Online Registrations, Subject Access or Insurance Requests

Support patients requesting full access to their patient record, run the record through iGPR ready for GP review and processing full access

Support the photocopying of records for insurance or subject access requests for the Insurance or SAR administrators to complete this may include printing electronic records and copying Lloyd George paper records to form one complete copy record in preparation for forwarding, in accordance with the Subject Access Request protocol

Patient Registration & Record Transfers

Add data (allergies, medical history, smoking, drinking, ethnicity & communication adjustments) from new patient registration paperwork and tasks to the patient record

Note: Temporary Residents (TRs) and entered by the Patient Advisers (PAs) and MC enters GMS1s

Accept new patient records for registering patients from PCSE, add to tracking log, enter on SystmOne and allocate to teams as required (to record cervical screening, child immunisations etc) then process these records for offsite storage by Restore packaging up, labelling and taking downstairs

Request patient records from offsite storage (Restore) for internal use (track and allocate to requestor and then process back to Restore)

For deducted patients (leavers or deceased), locate, label and send paper record to PCSE as patient is no longer registered here

Send the TR forms in line with NHS guidelines to PCSE

Monitor daily the SMS mailbox for the Practice deleting or forwarding emails as appropriate

Monitor daily the DPO mailbox for the Practice deleting or forwarding emails as appropriate, checking that the out of office message is active, replying to NHS senders with our Cowes Medical Centre address (so the sender doesnt use the DPO email next time)

Patient Records data entry

Following protocols, record on patient records:

Mammograms

RIPs, email clinicians with RIP information, follow the RIP process to ensure data is added consistently - deducting the patient as appropriate after the required amount of time

DNA (did not attend) letters and sending reminders for the patient to attend

Adult and childrens/family safeguarding data

• Immunisations

Person Specification

Other requirements

Essential

• Ability to deal with all matters in a confidential manner
• Willingness to help cover for holiday/sick leave of other staff

Experience

Essential

• 12 months+ data entry/data administration experience.
• Good IT skills able to use Microsoft office & learn how to use new applications.

Desirable

• Experience within the NHS.
• Previous knowledge of SystmOne.

Skills

Essential

• Excellent attention to detail
• Able to enter information accurately and consistently
• Able to concentrate for prolonged periods of time
• Good analytical skills
• Good problem-solving skills
• Ability to manage time and workload

Qualities & Attributes

Essential

• Detail orientated person
• Reliable, trustworthy and conscientious
• Pleasant, cheerful manner, that carries through under pressure
• Smart, clean & well-presented appearance
• Self-starter, able to take direction and work as part of a team

Desirable

• Able to pick up what is happening around you and be able to show a proactive approach to excellent workflow delivery

Qualifications

Essential

• Minimum of English GCSE 'C' or equivalent

Desirable

• Medical terminology training
• Touch typing

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.

Employer details

Employer name

One Wight Health Ltd

Address

Cowes Medical Centre

200 Newport Road

Cowes

Isle Of Wight

PO31 7ER

Employer's website

https://onewighthealth.co.uk/ (Opens in a new tab)