Job summary
We are looking to recruit an enthusiastic and
hard-working Clinical Administrator. The role will involve processing referral
letters and templates for clinicians, summarising and coding relevant
information from medical records and incoming hospital letters on to our
computer system, scanning, processing of all private work requests from
patients and outside agencies, assisting with recalls and other administration support as required. You
will need to be well organised, have excellent attention to detail, good IT
skills and able to work to deadlines. Experience of EMIS Web would be an
advantage.
Main duties of the job
To
provide secretarial support to management and clinicians,
including audiotyping, letters and referrals. To code and
summarise patients' records, private work admin,
management of recalls and processing of clinical documents.
You will need to provide cover for members
of the Clinical Administration team during periods of absence.
You will need to be educated
to GCSE level or equivalent, including Maths and English (C or above). RSA
Stage 3 (or equivalent) typing andexcellent IT skillswould be an advantage.
Experience of working with the
general public, experience of administrative duties, excellent communication skills, effective time management, ability to work on your own and as part of a team and ability to maintain confidentiality are essential for this role.
You must show sensitivity and a caring approach towards patients, treat others with respect and dignity, be able to use your own judgement and common sense and be able to work under pressure.
About us
We are a long established and innovative GP Practice with a current list size of 5,600 patients and we are located in the World Heritage site of Ironbridge, Telford. The practice is a patient-focused training and teaching practice with a strong ethos of providing excellent care to our patients. We comprise 3 GP Partners, a dedicated nursing team and an experienced reception team.
Job description
Job responsibilities
Role
Details
Job
Title:
CLINICAL ADMINISTRATOR
Salary
/ Grade:
To be negotiated, dependent on experience
Hours
per week:
25 hours per week
Reports
to:
The Management Team
Responsible
for:
The accurate and efficient processing of clinical
documentation
Primary
Location/ Base:
Ironbridge Medical Practice
Job summary:
To provide general secretarial support to the Management
Team and clinicians, including audio typing, letters and referrals . To carry
out coding and summarising of patients medical records, private work
administration, management of the recall process and processing of clinical
letters and other clinical documents that come into the practice in accordance
with practice protocols.
Job responsibilities:
Secretarial
- To provide an efficient audio, copy typing and word processing
service for GPs and health professionals as required. This includes the
typing of letters, reports, patient referrals, minutes etc. in an accurate
and timely manner
- To assist the Management Team with all clerical and administrative
duties
- To liaise and arrange meetings (to include the booking of rooms)
as required and to attend meetings and take minutes
- To establish and maintain filing and administrative systems so
that written or computer information is easily accessible and secure
- To retrieve medical records and assist the completion of
medical/insurance records and other private work
- To receive incoming and initiate outgoing telephone calls in order
to facilitate timely and appropriate communications with others, taking
messages and dealing with appropriate queries
- To maintain the computer clinical system in an accurate and secure
manner
- To assist with the gathering of statistics and information when
required
- To assist with communications to patients using the AccuRx text
messaging system
- To receive and dispatch mail and maintain a pending system.
Scanning duties
- Scan
patient-related documents onto their medical record using read codes as
agreed by the clinical team
- Add any
additional information about the source of the document
- Follow the
practice protocol regarding workflow actions required
- Ensure
incoming letters are scanned onto the patient record within a 24 hour
timescale.
Coding
- Identify
relevant clinical information contained in patient correspondence
- Code or free
text the clinical information on to the patient record
- Deal with
queries relating to coding.
Medical notes/records summarising
- Culling and
sorting patient records and letters in preparation for summarising
- Reviewing
medical records and producing an accurate summary of the patients medical
history
- Coding the
information into the practice clinical system
- Auditing data
collection standards in the practice
- Monitoring
progress of notes summarising against practice targets
- Monitoring
patient call and recall systems
- Filing and
retrieving paperwork.
Other
- Support the
practice Research Lead in carrying out administration for any research
projects
- Manage and
implement the recall system for chronic disease management, working
closely with the Reception Supervisor and Nursing Team
- Use EMIS
searches to support the work of the Practice staff
- Financial
administration support to the Management Team including chasing debtors
and preparation of invoices
- To provide cover for members of the Clinical
Administration team during periods of sickness and annual leave.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or
allow us to gather, sensitive information in relation to their health and
other matters. They do so in
confidence and have the right to expect that staff will respect their
privacy and act appropriately
- In the performance of the duties outlined in this job description,
the post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly
confidential
- Information relating to patients, carers, colleagues, other
healthcare workers or the business of the practice may only be divulged to
authorised persons in accordance with the practice policies and procedures
relating to confidentiality and the protection of personal and sensitive
data
Health & safety:
The post-holder will assist in promoting and
maintaining their own and others health, safety and security as defined in the
practice Health & Safety policy, the practice Health & Safety manual,
and the practice Infection Control policy and published procedures. This will
include:
- Using personal security systems within the workplace according to
practice guidelines
- Identifying the risks involved in work activities and undertaking
such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work
areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection
hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean,
assisting in the maintenance of general standards of cleanliness
consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare
of children.
Equality and diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights,
interpreting them in a way that is consistent with practice procedures and
policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients,
carers and colleagues
- Behaving in a manner that is welcoming to and of the individual,
is non-judgmental and respects their circumstances, feelings priorities
and rights.
Personal/Professional
development:
The post-holder will participate in any training
programme implemented by the practice as part of this employment, such training
to include:
- Participation in an annual individual performance review,
including taking responsibility for maintaining a record of own personal
and/or professional development
- Taking responsibility for own development, learning and
performance and demonstrating skills and activities to others who are
undertaking similar work.
Quality:
The post-holder will strive to maintain quality
within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions,
either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own
and team activities and making suggestions on ways to improve and enhance
the teams performance
- Work effectively with individuals in other agencies to meet
patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective
communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication
and respond accordingly
Contribution to
the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards
and guidelines will affect own work
- Participate in audit where appropriate.
Job description
Job responsibilities
Role
Details
Job
Title:
CLINICAL ADMINISTRATOR
Salary
/ Grade:
To be negotiated, dependent on experience
Hours
per week:
25 hours per week
Reports
to:
The Management Team
Responsible
for:
The accurate and efficient processing of clinical
documentation
Primary
Location/ Base:
Ironbridge Medical Practice
Job summary:
To provide general secretarial support to the Management
Team and clinicians, including audio typing, letters and referrals . To carry
out coding and summarising of patients medical records, private work
administration, management of the recall process and processing of clinical
letters and other clinical documents that come into the practice in accordance
with practice protocols.
Job responsibilities:
Secretarial
- To provide an efficient audio, copy typing and word processing
service for GPs and health professionals as required. This includes the
typing of letters, reports, patient referrals, minutes etc. in an accurate
and timely manner
- To assist the Management Team with all clerical and administrative
duties
- To liaise and arrange meetings (to include the booking of rooms)
as required and to attend meetings and take minutes
- To establish and maintain filing and administrative systems so
that written or computer information is easily accessible and secure
- To retrieve medical records and assist the completion of
medical/insurance records and other private work
- To receive incoming and initiate outgoing telephone calls in order
to facilitate timely and appropriate communications with others, taking
messages and dealing with appropriate queries
- To maintain the computer clinical system in an accurate and secure
manner
- To assist with the gathering of statistics and information when
required
- To assist with communications to patients using the AccuRx text
messaging system
- To receive and dispatch mail and maintain a pending system.
Scanning duties
- Scan
patient-related documents onto their medical record using read codes as
agreed by the clinical team
- Add any
additional information about the source of the document
- Follow the
practice protocol regarding workflow actions required
- Ensure
incoming letters are scanned onto the patient record within a 24 hour
timescale.
Coding
- Identify
relevant clinical information contained in patient correspondence
- Code or free
text the clinical information on to the patient record
- Deal with
queries relating to coding.
Medical notes/records summarising
- Culling and
sorting patient records and letters in preparation for summarising
- Reviewing
medical records and producing an accurate summary of the patients medical
history
- Coding the
information into the practice clinical system
- Auditing data
collection standards in the practice
- Monitoring
progress of notes summarising against practice targets
- Monitoring
patient call and recall systems
- Filing and
retrieving paperwork.
Other
- Support the
practice Research Lead in carrying out administration for any research
projects
- Manage and
implement the recall system for chronic disease management, working
closely with the Reception Supervisor and Nursing Team
- Use EMIS
searches to support the work of the Practice staff
- Financial
administration support to the Management Team including chasing debtors
and preparation of invoices
- To provide cover for members of the Clinical
Administration team during periods of sickness and annual leave.
Confidentiality:
- In the course of seeking treatment, patients entrust us with, or
allow us to gather, sensitive information in relation to their health and
other matters. They do so in
confidence and have the right to expect that staff will respect their
privacy and act appropriately
- In the performance of the duties outlined in this job description,
the post-holder may have access to confidential information relating to
patients and their carers, practice staff and other healthcare
workers. They may also have access to
information relating to the practice as a business organisation. All
such information from any source is to be regarded as strictly
confidential
- Information relating to patients, carers, colleagues, other
healthcare workers or the business of the practice may only be divulged to
authorised persons in accordance with the practice policies and procedures
relating to confidentiality and the protection of personal and sensitive
data
Health & safety:
The post-holder will assist in promoting and
maintaining their own and others health, safety and security as defined in the
practice Health & Safety policy, the practice Health & Safety manual,
and the practice Infection Control policy and published procedures. This will
include:
- Using personal security systems within the workplace according to
practice guidelines
- Identifying the risks involved in work activities and undertaking
such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work
areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection
hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean,
assisting in the maintenance of general standards of cleanliness
consistent with the scope of the job holders role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare
of children.
Equality and diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights,
interpreting them in a way that is consistent with practice procedures and
policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients,
carers and colleagues
- Behaving in a manner that is welcoming to and of the individual,
is non-judgmental and respects their circumstances, feelings priorities
and rights.
Personal/Professional
development:
The post-holder will participate in any training
programme implemented by the practice as part of this employment, such training
to include:
- Participation in an annual individual performance review,
including taking responsibility for maintaining a record of own personal
and/or professional development
- Taking responsibility for own development, learning and
performance and demonstrating skills and activities to others who are
undertaking similar work.
Quality:
The post-holder will strive to maintain quality
within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions,
either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own
and team activities and making suggestions on ways to improve and enhance
the teams performance
- Work effectively with individuals in other agencies to meet
patients needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective
communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication
and respond accordingly
Contribution to
the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards
and guidelines will affect own work
- Participate in audit where appropriate.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including Maths and English (C or above)
Desirable
- RSA Stage 3 (or equivalent) typing
- Advanced level Microsoft Office (or equivalent)
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Excellent communication skills (written and oral)
- Strong IT skills
- Effective time management
- Ability to work on their own and as part of an integrated multi-skilled team
- Problem solving & analytical skills
- Clear and respectful telephone style, pleasant and articulate
- Experience of, and displays, good customer care
- Ability to maintain confidentiality
Desirable
- Experience of working in a healthcare setting
- Experience of working in a GP Practice
Personal Attributes
Essential
- Ability to work flexibly to meet Practice demands
- Sensitive and shows empathy in difficult situations
- Ability to communicate effectively with colleagues, patients, relatives, nurses, other staff and agencies
- Caring attitude to patients
- Must value and appreciate the worth of others
- A recognition of the importance of showing respect, dignity and compassion to patients and colleagues
- Progressive, forward-thinking attitude
- Commitment to continuing education and professional development
- Able to use own judgement, resourcefulness and common sense
- Able to work under pressure
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including Maths and English (C or above)
Desirable
- RSA Stage 3 (or equivalent) typing
- Advanced level Microsoft Office (or equivalent)
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Excellent communication skills (written and oral)
- Strong IT skills
- Effective time management
- Ability to work on their own and as part of an integrated multi-skilled team
- Problem solving & analytical skills
- Clear and respectful telephone style, pleasant and articulate
- Experience of, and displays, good customer care
- Ability to maintain confidentiality
Desirable
- Experience of working in a healthcare setting
- Experience of working in a GP Practice
Personal Attributes
Essential
- Ability to work flexibly to meet Practice demands
- Sensitive and shows empathy in difficult situations
- Ability to communicate effectively with colleagues, patients, relatives, nurses, other staff and agencies
- Caring attitude to patients
- Must value and appreciate the worth of others
- A recognition of the importance of showing respect, dignity and compassion to patients and colleagues
- Progressive, forward-thinking attitude
- Commitment to continuing education and professional development
- Able to use own judgement, resourcefulness and common sense
- Able to work under pressure
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.