Job summary
The Swan
Practice is seeking to recruit a Medical Records Administrator to join our
friendly and caring team. In this role,
you will play an important part in ensuring accurate and efficient management
of patient records, contributing to the smooth running of the department and
high levels of patient care.
Main duties of the job
You will
be responsible for processing patient requests for Subject Access Requests (SARs),
Third Party or GPR and handling these in accordance with our procedures. You
will act as a main point of contact for staff and patients regarding medical
records access, either directly or through third parties.
The ideal
candidate will have experience in Data Protection, GDPR, Medical Record viewing
methods, IGPR software, digitising information and information sharing. We are
looking for an individual with the ability to work calmly and methodically in a
high-volume environment, with a strong attention to detail.
To be
successful in this role, you will need excellent verbal and written communication
skills, proficiency in using IT software (including Microsoft Word, Excel and
Outlook) and strong administrative skills. In addition, we are looking for
someone with the ability to be proactive, who can effectively perform their
duties but also looks for opportunities to improve process and ways of working.
About us
The Swan Practice is a large, well-established healthcare provider serving Buckingham and the surrounding villages. With three clinical sites and an administration hub, we are dedicated to delivering high-quality care to over 30,000 patients, and our patient base continues to grow. As a forward-thinking practice, we are committed to creating opportunities for staff to progress and develop their careers, fostering a supportive and dynamic working environment.
Job description
Job responsibilities
Job Summary
As a Medical Records
Administrator, you will ensure efficient patient service and support the smooth
running of the department by handling patient and third-party medical record
requests (SARs, GPR). You will be the primary point of contact for record access,
ensuring confidentiality and administrative accuracy. The role requires proficiency
in Microsoft Office 365 and the ability to work calmly in a high-volume
environment are essential.
The post holder will
be skilled in:
- Data Protection/GDPR
- Patient Access Medical Record Viewing methods
- IGPR web software
- Digitising information
- Information sharing
Job Responsibilities
- Recognise the type of request when received, i.e. Subject
Access Requests (SARs), Third Party or GPR and process accordingly.
- Be the practices point of contact for staff and patients
with regard to requests for access to their medical records, either directly or
via a third party.
- Process all requests and deal with accordingly. Ensure that
patients and other third party requestors expectations are set and not
unrealistic.
- Be responsible for ensuring all requests for access to health
records are dealt with in an efficient and timely manner within the set
timescales.
- Process the requests for GPRs
- Convert to digital reporting where possible (IGPR)
- Redact records where applicable
- Liaise with the GPs for approval
- Raise invoices and ensure all payments are received.
- Be responsible for accurately recording all requests on to
the Medical Records Requests spreadsheet. As well as recording on EMIS and
ensuring that there is an audit trail of all contacts with patients and third
parties.
- Process all associated documentation regarding
appropriateness of requests, consents and identification checks ensuring that
processes are consistent, transparent and legally compliant.
- Ensure all telephone enquiries are dealt with in an efficient
and confidential manner.
- Ensure all email enquiries are dealt with in an efficient and
confidential manner.
- Ensure all task enquiries are dealt with in an efficient and
confidential manner.
- Become proficient in the use of digitised redacting and
adding online viewing restrictions in EMIS. (Particularly with the introduction
of Prospective Records Access).
- Liaise with scanning colleagues with regards to restricting
certain documents from online viewing.
- Ensure that all safeguarding information requests are sent to
the safeguarding team (CaST) for completion or approval.
- Keeping well-informed of the Information Sharing and Data
Protection laws and ensuring all disclosures are legal and seeking advice from
your Team Lead when required.
- Maintain daily contact with colleagues working within the
team to ensure priorities are met and targets achieved.
- To continually look and identify ways to streamline processes
to aid consistency and paper-light practices wherever possible.
- Introduce
and maintain the following to streamline the process, remove the risk of
accidental disclosure and remove admin burden from the GPs:
- SARs redaction by iGPR or Adobe PDF.
- GPRs to be drafted by Medical Records Team and forwarded to
GPs for completion and sign-off.
General Responsibilities for All Staff:
The post holder is expected to;
- Adhere to practice policies and procedures and relevant legislation
including the requirements of any professional bodies.
- Attend mandatory training as identified by the practice
- Highlight potential development areas.
Job description
Job responsibilities
Job Summary
As a Medical Records
Administrator, you will ensure efficient patient service and support the smooth
running of the department by handling patient and third-party medical record
requests (SARs, GPR). You will be the primary point of contact for record access,
ensuring confidentiality and administrative accuracy. The role requires proficiency
in Microsoft Office 365 and the ability to work calmly in a high-volume
environment are essential.
The post holder will
be skilled in:
- Data Protection/GDPR
- Patient Access Medical Record Viewing methods
- IGPR web software
- Digitising information
- Information sharing
Job Responsibilities
- Recognise the type of request when received, i.e. Subject
Access Requests (SARs), Third Party or GPR and process accordingly.
- Be the practices point of contact for staff and patients
with regard to requests for access to their medical records, either directly or
via a third party.
- Process all requests and deal with accordingly. Ensure that
patients and other third party requestors expectations are set and not
unrealistic.
- Be responsible for ensuring all requests for access to health
records are dealt with in an efficient and timely manner within the set
timescales.
- Process the requests for GPRs
- Convert to digital reporting where possible (IGPR)
- Redact records where applicable
- Liaise with the GPs for approval
- Raise invoices and ensure all payments are received.
- Be responsible for accurately recording all requests on to
the Medical Records Requests spreadsheet. As well as recording on EMIS and
ensuring that there is an audit trail of all contacts with patients and third
parties.
- Process all associated documentation regarding
appropriateness of requests, consents and identification checks ensuring that
processes are consistent, transparent and legally compliant.
- Ensure all telephone enquiries are dealt with in an efficient
and confidential manner.
- Ensure all email enquiries are dealt with in an efficient and
confidential manner.
- Ensure all task enquiries are dealt with in an efficient and
confidential manner.
- Become proficient in the use of digitised redacting and
adding online viewing restrictions in EMIS. (Particularly with the introduction
of Prospective Records Access).
- Liaise with scanning colleagues with regards to restricting
certain documents from online viewing.
- Ensure that all safeguarding information requests are sent to
the safeguarding team (CaST) for completion or approval.
- Keeping well-informed of the Information Sharing and Data
Protection laws and ensuring all disclosures are legal and seeking advice from
your Team Lead when required.
- Maintain daily contact with colleagues working within the
team to ensure priorities are met and targets achieved.
- To continually look and identify ways to streamline processes
to aid consistency and paper-light practices wherever possible.
- Introduce
and maintain the following to streamline the process, remove the risk of
accidental disclosure and remove admin burden from the GPs:
- SARs redaction by iGPR or Adobe PDF.
- GPRs to be drafted by Medical Records Team and forwarded to
GPs for completion and sign-off.
General Responsibilities for All Staff:
The post holder is expected to;
- Adhere to practice policies and procedures and relevant legislation
including the requirements of any professional bodies.
- Attend mandatory training as identified by the practice
- Highlight potential development areas.
Person Specification
Qualifications
Essential
- 5 passes or more at GCSE level or equivalent
Experience
Essential
- Experience of dealing with Subject Access Requests.
- Experience of dealing with Freedom of Information Requests.
Desirable
- Experience of administrative duties
- Experience of working in a healthcare setting
- Experience working in General Practice setting
Other Requirements
Essential
- Flexibility to work outside of core office hours
Personal Qualities
Essential
- Polite and confident
- Flexible and co-operative
- High levels of integrity and loyalty
- Excellent written and verbal communication skills
- Confident in communicating with patients, clinicans, service providers, and third party organisations
- Respecful of peoples life choices
- Work proactively and unsupervised
- Ability to work accurately under pressure
- Ability to prioritise workload
- Self-organised
Skills and Knowledge
Essential
- Proficient knowledge of IT systems, including Microsoft Excel and Word
Desirable
- Knowledge of patient administration and other related systems
- EMIS Web knowledge and skills
Person Specification
Qualifications
Essential
- 5 passes or more at GCSE level or equivalent
Experience
Essential
- Experience of dealing with Subject Access Requests.
- Experience of dealing with Freedom of Information Requests.
Desirable
- Experience of administrative duties
- Experience of working in a healthcare setting
- Experience working in General Practice setting
Other Requirements
Essential
- Flexibility to work outside of core office hours
Personal Qualities
Essential
- Polite and confident
- Flexible and co-operative
- High levels of integrity and loyalty
- Excellent written and verbal communication skills
- Confident in communicating with patients, clinicans, service providers, and third party organisations
- Respecful of peoples life choices
- Work proactively and unsupervised
- Ability to work accurately under pressure
- Ability to prioritise workload
- Self-organised
Skills and Knowledge
Essential
- Proficient knowledge of IT systems, including Microsoft Excel and Word
Desirable
- Knowledge of patient administration and other related systems
- EMIS Web knowledge and skills
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.
