Job summary
We are looking to recruit a full time Patients Record
Administrator to join
our friendly Practice team in Romford. You must have got at least two year experience in an administration / reception position in a GP surgery. The ideal candidate has some IT knowledge to support the team with trouble shooting and reporting incidents to the IT helpdesk.
North Street Medical Care is a high achieving surgery with over 20,000 patients over two sites; North Street Practice and at the Chadwell Heath
Health Centre in Ashton Gardens. We also operate in Raphael House in Romford. The candidate may be required to work on any of the sites as requested.
The Administrator we are looking for must have good
communication skills, attention to detail, a 'can-do' attitude and is able to deal with both
patients and surgery staff face to face and over the telephone in a
professional manner.
The role is for 37.5 hours per week on Monday - Friday. The hours are 9 am - 5 pm. You
may occasionally be required to work on a Saturday, Sunday or Bank Holiday, but
with prior agreement.
Main duties of the job
The right candidate is be responsible for administrative duties in relation to the
management of medical records, including deductions and Subject Access
Requests. You will provide
I.T assistance to staff members including trouble-shooting and reporting
incidents to the I.T helpdesk or EMIS.
You will assist the IT and Data Quality Manager and also support the multi-disciplinary team, providing
administrative support as required, in line with the needs of the practice.
About us
Our clinical team includes, GPs, Nurse practitioner, Nurses, HCAs, Pharmacists, Physician Associate, Paramedics as well as PNC ARRS staff. We operate over three sites, which is at North Street, Chadwell Heath and Raphael House.
Job description
Job responsibilities
The following are the core responsibilities of the medical records clerk. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Deducted patients print off medical records and request labels and return to PCSE
- Filing of incoming GP2GP electronic notes with tasks, allergies, medication and degraded immunisations and smears.
- Scanning and saving electronic record to EMIS.
- Assist in dealing Subject Access Requests (SARs) ensuring attachments sent via email are sent encrypted or photocopied if necessary and are dealt with in a timely response.
- Assist in keeping record of incoming and outgoing report requests (SARs
- Checking ID of patients receiving notes contact patient to clarify consent given to third parties to request SAR on patients behalf.
- Clarify with patient date range relating to SAR
- Input data into the patients healthcare records accurately.
- Answer incoming phone calls and / or speak to patients face to face and deal with the request appropriately
- Deal with emails and completing EMIS tasks appropriately
- Maintains excellent communication while maintaining a courteous manner and professional attitude.
- Provide I.T assistance to staff members including trouble-shooting and reporting incidents to the I.T helpdesk or EMIS.
- File and store empty George Lloyd folders
- Provide basic EMIS training to new members of staff as part of an induction program
- De-activate and email leavers form to I.T
- File and store electronic notes as required
- Update templates, searches and documents in EMIS.
- Carry out searches and reports for audits and performance indicators.
Job description
Job responsibilities
The following are the core responsibilities of the medical records clerk. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Deducted patients print off medical records and request labels and return to PCSE
- Filing of incoming GP2GP electronic notes with tasks, allergies, medication and degraded immunisations and smears.
- Scanning and saving electronic record to EMIS.
- Assist in dealing Subject Access Requests (SARs) ensuring attachments sent via email are sent encrypted or photocopied if necessary and are dealt with in a timely response.
- Assist in keeping record of incoming and outgoing report requests (SARs
- Checking ID of patients receiving notes contact patient to clarify consent given to third parties to request SAR on patients behalf.
- Clarify with patient date range relating to SAR
- Input data into the patients healthcare records accurately.
- Answer incoming phone calls and / or speak to patients face to face and deal with the request appropriately
- Deal with emails and completing EMIS tasks appropriately
- Maintains excellent communication while maintaining a courteous manner and professional attitude.
- Provide I.T assistance to staff members including trouble-shooting and reporting incidents to the I.T helpdesk or EMIS.
- File and store empty George Lloyd folders
- Provide basic EMIS training to new members of staff as part of an induction program
- De-activate and email leavers form to I.T
- File and store electronic notes as required
- Update templates, searches and documents in EMIS.
- Carry out searches and reports for audits and performance indicators.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Skills and Knowledge
Essential
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a GP surgery for at least two years
- Attention to detail
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Skills and Knowledge
Essential
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a GP surgery for at least two years
- Attention to detail
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- EMIS
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
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.
