Job summary
The University of Nottingham Health Service (Cripps Health Centre) is looking for a dynamic, keen, hardworking administrator to join our large team.
The practice has approx. 46000 patients with a full practice team of 80+. This advertised role will sit within a team of 12 other administrators which include secretaries, Workflow administrators, scanning administrators, results administrators, research administrators, and other medical record administrators. The team is led by our full time Admin Manager.
The practice is CQC rated 'excellent' and prides itself on providing the best service it can to it's patient population.
The practice sits on the beautiful University of Nottingham campus, where lunch walks can take you round gardens and Highfield's lake.
Starting rate is £11.44, which gets reviewed at the 6-month probationary period and then every 12 months thereafter.
We are currently unable to provide any UK Visa sponsorship.
Main duties of the job
This role includes a number of administrative tasks including:
Managing patient registrations, patient deductions, amendments and any other task related to the journey of the patient record. This includes liaising with PCSE and other practices to ensure the practice has all the correct information relating to the patient.Summarising patient records. Data entry, filing, redacting records, photocopying, answering tasks, coding, dealing with correspondence, typing, and making phone calls.
About us
The team at the University of Nottingham Health Service work hard to provide an excellent service to our patients.
There are 18 GPs, 3 Research Nurses, 4 Practice Nurses, 5 Nurse Practitioners / Advanced Nurse Practitioners, 4 HCAs, 2 Mental Health Practitioners, 3 Occupational Therapists, 6 First Contact Practitioners, 3 Clinical Pharmacists, 1 Nursing Associate, Health and Wellbeing Coach, Social Prescriber, 12 Care Navigators, 12 administrators.
The practice is a research practice and training practice, supporting 6 GP trainees each year.
We continually strive to improve our service. As such, we would like a dedicated, hardworking individual who takes pride in the work they do and is passionate about developing their own skills and knowledge.
Job description
Job responsibilities
Job Summary:
The
purpose of the role is to:
Manage
the process of registering new patients and all the associated administrative
tasks involved in this.
Processing
incoming Temporary Resident and Immediate and Necessary forms on patient records.
Manage
the process of receiving medical records into the practice.
Manage
the process of deducting patient records and the process of records leaving the
practice.
Work
closely with PCSE/Capita to deal with any changes to the electronic medical
record, including change of names and gender. This will also include
identifying and rectifying any errors such multiple registrations and mismatches.
Update
weekly GP2GP failures, chasing previous surgeries for full summaries if needed.
Review
patient medical records, both paper and electronic, to ensure all relevant
clinical data is recorded correctly and accurately into the electronic system.
Adding
Immunisations and Vaccinations to records and processing allergy degrades.
Weekly
new baby registration monitoring to ensure babies are booked in for newborn
checks.
Manage
the summarising of medical records including supervising a team of temporary
staff employed to summarise the medical records at both sites.
Filing
and retrieving paperwork.
Undertake
Workflow and Scanning administrative duties to help cover annual leave and
sickness.
Providing
clerical assistance to Practice staff as required from time to time, including
word/data processing, filing and photocopying.
Any
other roles and responsibilities that the practice deem appropriate.
Duties and
Responsibilities:
The
duties and responsibilities to be undertaken by the Medical Records Administrator
may be varied from time to time under the direction of the Practice Manager and
Admin Manager, dependent on current and evolving Practice workload and staffing
levels.The
practice receives up to approximately 9000 new patient registrations a year, and
approximately 8000 deductions. This role requires the Medical Records
Administrator to manage this process to ensure that all medical records being
received into the practice are coded and summarised in a timely manner.
Similarly, that the deduction requests are dealt with within set timeframes.
The
practice employs temporary staff to register new patients during busy times of
the year. These staff need to be supervised to ensure that the work is carried
out to a good standard and within set timeframes. This role will involve time
and quality management of the temporary staff.
Job description
Job responsibilities
Job Summary:
The
purpose of the role is to:
Manage
the process of registering new patients and all the associated administrative
tasks involved in this.
Processing
incoming Temporary Resident and Immediate and Necessary forms on patient records.
Manage
the process of receiving medical records into the practice.
Manage
the process of deducting patient records and the process of records leaving the
practice.
Work
closely with PCSE/Capita to deal with any changes to the electronic medical
record, including change of names and gender. This will also include
identifying and rectifying any errors such multiple registrations and mismatches.
Update
weekly GP2GP failures, chasing previous surgeries for full summaries if needed.
Review
patient medical records, both paper and electronic, to ensure all relevant
clinical data is recorded correctly and accurately into the electronic system.
Adding
Immunisations and Vaccinations to records and processing allergy degrades.
Weekly
new baby registration monitoring to ensure babies are booked in for newborn
checks.
Manage
the summarising of medical records including supervising a team of temporary
staff employed to summarise the medical records at both sites.
Filing
and retrieving paperwork.
Undertake
Workflow and Scanning administrative duties to help cover annual leave and
sickness.
Providing
clerical assistance to Practice staff as required from time to time, including
word/data processing, filing and photocopying.
Any
other roles and responsibilities that the practice deem appropriate.
Duties and
Responsibilities:
The
duties and responsibilities to be undertaken by the Medical Records Administrator
may be varied from time to time under the direction of the Practice Manager and
Admin Manager, dependent on current and evolving Practice workload and staffing
levels.The
practice receives up to approximately 9000 new patient registrations a year, and
approximately 8000 deductions. This role requires the Medical Records
Administrator to manage this process to ensure that all medical records being
received into the practice are coded and summarised in a timely manner.
Similarly, that the deduction requests are dealt with within set timeframes.
The
practice employs temporary staff to register new patients during busy times of
the year. These staff need to be supervised to ensure that the work is carried
out to a good standard and within set timeframes. This role will involve time
and quality management of the temporary staff.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Any additional qualification in administration.
Experience
Essential
- Experience of working in an office and undertaking general administrative tasks.
- Experience of using computers to undertake data entry and typing.
- Experience of working with other people.
Desirable
- Experience of working with EMIS ideally or previous experience of any other clinical system, such as SystmOne.
- Experience of dealing with people and patients.
- Experience of working in a GP Practice or Health Centre.
- Experience of dealing with students.
Knowledge, skills and attitude
Essential
- Flexibility. Whilst the position has set hours, we would expect any new recruit to be able to occasionally provide flexibility in the hours they work, to ensure the practice can function. This is particularly important when other staff are on annual or sick leave.
- Good communication. The successful candidate will be able to communicate effectively and professionally with a number of people, including patients, GPs, and any other stakeholders.
- Proactive. We expect our employees to come to work to work to the best of their ability. This means we have an expectation that employees will proactively seek to help other team members if they complete all their own tasks.
Desirable
- Good IT skills and a general knowledge of Excel and Word.
- Previous experience of dealing with Primary Care Support England (PCSE).
- Previous experience of dealing with tasks, GP2GP, registering and deducting patients.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Any additional qualification in administration.
Experience
Essential
- Experience of working in an office and undertaking general administrative tasks.
- Experience of using computers to undertake data entry and typing.
- Experience of working with other people.
Desirable
- Experience of working with EMIS ideally or previous experience of any other clinical system, such as SystmOne.
- Experience of dealing with people and patients.
- Experience of working in a GP Practice or Health Centre.
- Experience of dealing with students.
Knowledge, skills and attitude
Essential
- Flexibility. Whilst the position has set hours, we would expect any new recruit to be able to occasionally provide flexibility in the hours they work, to ensure the practice can function. This is particularly important when other staff are on annual or sick leave.
- Good communication. The successful candidate will be able to communicate effectively and professionally with a number of people, including patients, GPs, and any other stakeholders.
- Proactive. We expect our employees to come to work to work to the best of their ability. This means we have an expectation that employees will proactively seek to help other team members if they complete all their own tasks.
Desirable
- Good IT skills and a general knowledge of Excel and Word.
- Previous experience of dealing with Primary Care Support England (PCSE).
- Previous experience of dealing with tasks, GP2GP, registering and deducting patients.
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.
