Primary Integrated Community Services

Data Quality and Medical Secretary

This job is now closed

Job summary

The post-holder will work within a team environment to ensure that all patient records are maintained and accurate. The post-holder will download and scan incoming mail on to our clinical system ensuring all clinical coding is correct and ensure that our management of patient paper records in and out of the practice is accurately recorded and up to date at all times. We are looking for someone who is enthusiastic about providing high quality care and data quality administration support at Whyburn Medical Practice.

Main duties of the job

Receive incoming patient records and summarise these on to our clinical system ensuring all clinical coding is correct.
Reviewing medical records to produce a comprehensive summary of patients medicalhistory
Support management with incoming complaints logging on the system, Datix and supporting in investigation andmeetings
To work with the PracticeManagerand Deputy Practice Manageron auditing data collection to ensure practice standards are met.
Duties may vary under the direction of the Practice Managerand Deputy Practice Managerdepending on workload and staffing levels.

About us

PICS is the employer for this role. We collaborate with patients and partners to design and deliver clinically robust health and social care solution through Community Services, Out of Hospital Services, GP Practices, and Primary Care Networks. Find out more about us: http://picsnhs.org.uk/.

Benefits of working for PICS

We offer a comprehensive package which includes:

NHS Pension 2015 Scheme (subject to eligibility)
Alternative government-based scheme (subject to eligibility)
Competitive leave entitlement that includes maternity, paternity and adoption leave, study leave allowance, and sickness provisions
Access to education and training opportunities, depending on your role (CPPE Pharmacy, NHS England Roadmap for First Contact Practitioners, apprenticeship schemes, support professional development)
Working in a multi-disciplinary team with support from a wide variety of professionals
A flexible approach to a work-life balance
Cycle to work scheme (subject to eligibility)
Access to Blue Light Card scheme
All staff events and conferences
Staff engagement (Wellbeing Group, EDI Network, Staff Focus group)
Free parking across many sites
Personalised induction into the company and job role

Date posted

01 May 2026

Pay scheme

Other

Salary

£12.81 an hour

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

E0220-26-0005WHY

Job locations

Whyburn Medical Practice

Curtis st, Hucknall

Nottingham

NG15 7JE

Job description

Job responsibilities

KEY RESPONSIBILITIES

To work within a team environment to ensure that all patient records are maintained and accurate.
To download and scan incoming mail on to clinical system and code on to patient records
Receive incoming patient records and summarise these on to our clinical system ensuring all clinical coding is correct.
Reviewing medical records to produce a comprehensive summary of patients medical history
Manage patient long term condition recalls including cytology, baby imms etc
Ensuring that our management of patient paper records in and out of the practice is accurately recorded and up to date at all times.
Input data into the patients healthcare records as necessary
Action GP2GP transfers
Processing Online access requests
Support management with incoming complaints logging on the system, Datix and supporting in investigation and meetings
Manage administrative queries as necessary
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Maintain an accurate referrals database
Process referrals using the electronic referral system (ERS) (F12)
Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
Support all clinical staff with general administrative tasks as requested
To provide an efficient comprehensive secretarial service and co-ordinate the doctors appropriately to meet the needs of the service and Doctors.
Manage practice emails in relation to patient records, referrals and requests
To work with the Practice Manager on auditing data collection to ensure practice standards are met.
Ensure general upkeep of paper files, repairing when necessary
To deal with all enquiries tactfully and with due consideration of patient privacy
Participating in educational and learning activities arranged from time to time
Supporting practice policies and protocols, including health and safety and infection control
Supporting a drive to greater automation and use of technology
To provide support on reception when short-staffed if necessary
Duties may vary under the direction of the Practice Manager depending on workload and staffing levels.
Minuting of meetings

QUALITY

Strive to maintain quality within the practice.
Assess your own performance and take accountability for your own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on your own and yourteamsactivities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patient needs.
Effectively manage your own time, workload and resources.

COMMUNICATION

Communicate effectively with other team members.
Communicate effectively with other office members and clinician at all levels.
Communicate effectively with patients and carers.
Recognise patients needs for alternative methods of communication and respond accordingly.

CONTRIBUTION TO THE IMPLICENTATION OF SERVICES

Apply practice policies, standards and guidance.
Discuss with other members of the team/office how the policies, standards and guidelines will affect your own work.
Attend regular team meetings.

Job description

Job responsibilities

KEY RESPONSIBILITIES

To work within a team environment to ensure that all patient records are maintained and accurate.
To download and scan incoming mail on to clinical system and code on to patient records
Receive incoming patient records and summarise these on to our clinical system ensuring all clinical coding is correct.
Reviewing medical records to produce a comprehensive summary of patients medical history
Manage patient long term condition recalls including cytology, baby imms etc
Ensuring that our management of patient paper records in and out of the practice is accurately recorded and up to date at all times.
Input data into the patients healthcare records as necessary
Action GP2GP transfers
Processing Online access requests
Support management with incoming complaints logging on the system, Datix and supporting in investigation and meetings
Manage administrative queries as necessary
Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
Maintain an accurate referrals database
Process referrals using the electronic referral system (ERS) (F12)
Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
Support all clinical staff with general administrative tasks as requested
To provide an efficient comprehensive secretarial service and co-ordinate the doctors appropriately to meet the needs of the service and Doctors.
Manage practice emails in relation to patient records, referrals and requests
To work with the Practice Manager on auditing data collection to ensure practice standards are met.
Ensure general upkeep of paper files, repairing when necessary
To deal with all enquiries tactfully and with due consideration of patient privacy
Participating in educational and learning activities arranged from time to time
Supporting practice policies and protocols, including health and safety and infection control
Supporting a drive to greater automation and use of technology
To provide support on reception when short-staffed if necessary
Duties may vary under the direction of the Practice Manager depending on workload and staffing levels.
Minuting of meetings

QUALITY

Strive to maintain quality within the practice.
Assess your own performance and take accountability for your own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on your own and yourteamsactivities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patient needs.
Effectively manage your own time, workload and resources.

COMMUNICATION

Communicate effectively with other team members.
Communicate effectively with other office members and clinician at all levels.
Communicate effectively with patients and carers.
Recognise patients needs for alternative methods of communication and respond accordingly.

CONTRIBUTION TO THE IMPLICENTATION OF SERVICES

Apply practice policies, standards and guidance.
Discuss with other members of the team/office how the policies, standards and guidelines will affect your own work.
Attend regular team meetings.

Person Specification

Knowledge and skills

Essential

Please provide detailed information of how you feel that your knowledge and skills are suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.

Personal Qualities

Essential

Please provide details for why you would be a great fit for this role and why you have decided to apply.

Qualifications

Essential

Please provide details of your CPD, using examples where necessary.

Experience

Essential

Please provide detailed information of how you feel that your experience is suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.

Person Specification

Knowledge and skills

Essential

Please provide detailed information of how you feel that your knowledge and skills are suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.

Personal Qualities

Essential

Please provide details for why you would be a great fit for this role and why you have decided to apply.

Qualifications

Essential

Please provide details of your CPD, using examples where necessary.

Experience

Essential

Please provide detailed information of how you feel that your experience is suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.

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

Primary Integrated Community Services

Address

Whyburn Medical Practice

Curtis st, Hucknall

Nottingham

NG15 7JE

Employer's website

http://picsnhs.org.uk/ (Opens in a new tab)

Employer details

Employer name

Primary Integrated Community Services

Address

Whyburn Medical Practice

Curtis st, Hucknall

Nottingham

NG15 7JE

Employer's website

http://picsnhs.org.uk/ (Opens in a new tab)