Job summary
The post-holder will undertake a variety of administrative duties to support and cover roles in the Support Services Team and patient Services Team:
- Medical Records Administrator
- Results & Recalls Administrator
- Document Administrator
- Patient Coordinator
The post-holder will work to agreed targets and timescales, and in accordance with Practice policies, protocols, guidelines and procedures.
Main duties of the job
The bank role of Support Administrator / Patient Coordinator provides additional support and holiday cover to our Support team and Patient Services Team.
Successful applicants in this role will have experience working with kindness and empathyin a multi-disciplinary administrative role and will be able to effectively manage conflicting priorities. You will be reliable, available for shifts between 08.00-18.30 Mon - Fri and work well under pressure.
About us
Charlotte Keel Medical Practice is part of BrisDoc Healthcare Services.
Brisdoc are a Social Enterpriseand anEmployee-Owned Business. This means the decisions we make are for the good of our patients, workforce, and wider community. This involves prioritising the health of our patients, protecting our environment, and improving the social and economic status of our population.
By joining BrisDoc, you will be part of an innovative organisation that prides ourselves on being a fantastic place to work; somewhere that you will feel valued, supported, developed and part of a family. We strive to make sure every member of the team feels proud of the work they do and the service that we offer.
At Charlotte Keel, we have a growing patient population of over 19,000 patients. Our practice is at the vibrant & colourful heart of Bristol's inner city, serving a population from all corners of the world and from all walks of life. We serve patients who are settled, doing well in life and who seek help to ensure they remain in the very best of health; we also serve patients who are struggling with alcohol or drugs and seeking help to being piecing life together.
As a practice, we believe passionately in responding to all of our patients' cultural & social agendas. As well as the usual range of primary health care team members we have interpreters, drug project liaison workers, counsellors, and many other members in the wider team here.
Job description
Job responsibilities
Providing cover and support for the Medical Records Administrator:
- Process incoming electronic patient medical records
- Organise incoming paper patient medicals records in preparation for summarising
- Review medical records and produce an accurate and sufficient summary of the patients medical history
- Code the patient record on the Practice clinical system accordingly
- File paper patient records and maintain an effective filing system
- Synchronise locally, regionally and nationally held patient data
Providing cover and support for the Document Administrator:
- Scan paper documents and download electronic documents
- Code the source and subject of document
- Electronically file documents on relevant patient record
- Identify relevant clinical information contained in documents and code the patient record on the Practice clinical system accordingly
- Work-flow the document to the most appropriate clinician
- Code additional document content onto the patient record at the request of clinicians
Providing cover and support for the Results & Recalls Administrator:
- Contact patients for test result follow up at the request of clinicians
- Maintain recall systems relating to:
- Cervical cytology
- Sexual health
- Immunisations and vaccinations
- Health promotion
- Long term conditions
- Near patient testing
- Other health initiatives
- Record results for selected screening and immunisations programs
Provide Cover as a patient Coordinator
- Answering the telephone within agreed timescales with a professional and pleasant manner.
- DeaIing with patient queries both personal and via telephone accurately, efficiently and effectively.
- Registering patients and booking appointments on the clinical system whether they are a regular, immediately necessary, temporary resident or private patient accurately and completely. Rescheduling patient appointments in the event of unplanned clinician absence
- Updating the clinical system with poignant information such as patient death.
- Dealing with prescription queries effectively and in a timely way. Completing patient requests for repeat medication accurately and within the practice standards
- Compiling new patient registration packs.
- Carrying out general office and administrative tasks as requested and agreed with the line manager and / or Operations Manager as required for the day to day running of the service
- Use the clinical system effectively to inform clinical staff of relevant information relating to their patient.
- If called upon and following training assist the clinical staff with basic life support.
- Deal with situations involving unwell and vomiting patients, bereaved / distressed visitors in line with policies and training.
- Deal with blood and urine specimens safely and in line with infection control policy ensuring they are safely stored and ready for collection.
- Liaise with external organisations where appropriate
- Undertake any other duty as reasonably requested by the management team
Job description
Job responsibilities
Providing cover and support for the Medical Records Administrator:
- Process incoming electronic patient medical records
- Organise incoming paper patient medicals records in preparation for summarising
- Review medical records and produce an accurate and sufficient summary of the patients medical history
- Code the patient record on the Practice clinical system accordingly
- File paper patient records and maintain an effective filing system
- Synchronise locally, regionally and nationally held patient data
Providing cover and support for the Document Administrator:
- Scan paper documents and download electronic documents
- Code the source and subject of document
- Electronically file documents on relevant patient record
- Identify relevant clinical information contained in documents and code the patient record on the Practice clinical system accordingly
- Work-flow the document to the most appropriate clinician
- Code additional document content onto the patient record at the request of clinicians
Providing cover and support for the Results & Recalls Administrator:
- Contact patients for test result follow up at the request of clinicians
- Maintain recall systems relating to:
- Cervical cytology
- Sexual health
- Immunisations and vaccinations
- Health promotion
- Long term conditions
- Near patient testing
- Other health initiatives
- Record results for selected screening and immunisations programs
Provide Cover as a patient Coordinator
- Answering the telephone within agreed timescales with a professional and pleasant manner.
- DeaIing with patient queries both personal and via telephone accurately, efficiently and effectively.
- Registering patients and booking appointments on the clinical system whether they are a regular, immediately necessary, temporary resident or private patient accurately and completely. Rescheduling patient appointments in the event of unplanned clinician absence
- Updating the clinical system with poignant information such as patient death.
- Dealing with prescription queries effectively and in a timely way. Completing patient requests for repeat medication accurately and within the practice standards
- Compiling new patient registration packs.
- Carrying out general office and administrative tasks as requested and agreed with the line manager and / or Operations Manager as required for the day to day running of the service
- Use the clinical system effectively to inform clinical staff of relevant information relating to their patient.
- If called upon and following training assist the clinical staff with basic life support.
- Deal with situations involving unwell and vomiting patients, bereaved / distressed visitors in line with policies and training.
- Deal with blood and urine specimens safely and in line with infection control policy ensuring they are safely stored and ready for collection.
- Liaise with external organisations where appropriate
- Undertake any other duty as reasonably requested by the management team
Person Specification
Qualifications and Experience
Essential
- Educated to GCSE standard (or equivalent) with grade C or above in English
- Good general computer skills - experience of using Microsoft office e.g. Word, Exce
Desirable
- Experience of administration of telephone and written customer/patient contact
- Qualification / certificates in Administration
- Experience of clinical system patient record coding
- Experience of summarising medical records
Person Specification
Qualifications and Experience
Essential
- Educated to GCSE standard (or equivalent) with grade C or above in English
- Good general computer skills - experience of using Microsoft office e.g. Word, Exce
Desirable
- Experience of administration of telephone and written customer/patient contact
- Qualification / certificates in Administration
- Experience of clinical system patient record coding
- Experience of summarising medical records
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.
