Clinical Administrator

Coleridge Medical Centre

The closing date is 21 August 2022

Job summary

Coleridge Medical Centre is seeking an experienced Clinical Administrator to join our dynamic practice. The successful candidate will provide support to both the clinical and admin team to ensure a robust and efficient system in managing patient care.

Main duties of the job

The Clinical Administrator will be responsible for the summarising and read-coding of relevant information into patients' electronic healthcare records via the SystmOne clinical system. It will be essential to adhere to practice policies, as well as undertaking a variety of other admin tasks as required. 

A clinical background and / or an understanding of clinical coding is desirable.

This will not be a patient-facing role.

About us

At Coleridge Medical Centre, we look after approximately 16 500 patients in our area. This means that during those very busy periods, supporting each other becomes vital to continuing our ability to provide the best patient care.

We strive to fulfil the Coleridge Medical Centre values of APPROACHABILITY, TEAMWORK, COMMUNICATION and RESPECT in all aspects of the practice, both with our patients and ourselves.

When working at Coleridge Medical Centre, all staff are offered a generous annual leave allowance, as well as inclusion in the NHS pension scheme, among other things.

We're incredibly fortunate to work with some of the most talented bakers and, luckily for us, this also means that there is often cake or other sweet treats to enjoy on our tea breaks.

Date posted

29 July 2022

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A1946-22-2772

Job locations

Canaan Way

Ottery St. Mary

Devon

EX11 1EQ


Job description

Job responsibilities

  • The following are the core responsibilities of the Clinical Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
  • Reviewing records and accurately producing a summary and/ or problem list of the patient’s medical history
  • Accurately read-coding data on SystmOne into the patient record
  • Review and process GP2GP transfers and integrate within SystmOne
  • Reviewing progress of summarising ensuring practice targets are achieved
  • Supporting the practice with administrative tasks to meet Quality Outcome Framework (QOF) and Enhanced Services targets.
  • Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
  • Undertake other work as directed in connection with data collection and read coding.
  • Undertake background work for the completion of medical reports
  • Word/data processing, filing, photocopying and scanning.
  • Initiate contact with and respond to requests from patients, other team members and associated agencies and providers.
  • Ensure accurate notes of all consultations and treatments are recorded in the patients’ notes on the clinical computer system as appropriate.
  • Ensure accurate completion of all necessary documentation associated with patient health care and registration with the practice.
  • Ensure collection and maintenance of statistical information required for regular and ad hoc reports.
  • Input data into the patient’s healthcare records as necessary
  • Complete other admin tasks as required
  • Comply with infection control procedures and policies

  • Maintain a clean, tidy, effective working area at all times
  • Review and update admin policies, as required, in conjunction with the Assistant Practice Manager
  • Partake in audits as directed by the audit lead
  • Comply with practice protocols and policies
  • Attend and participate in practice meetings as required.
  • Assist in the formulation or practice philosophy, strategy and policy and develop appropriate protocols
  • Participate in the legal, regulatory, administrative, and professional responsibilities of the practice team.

Job description

Job responsibilities

  • The following are the core responsibilities of the Clinical Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
  • Reviewing records and accurately producing a summary and/ or problem list of the patient’s medical history
  • Accurately read-coding data on SystmOne into the patient record
  • Review and process GP2GP transfers and integrate within SystmOne
  • Reviewing progress of summarising ensuring practice targets are achieved
  • Supporting the practice with administrative tasks to meet Quality Outcome Framework (QOF) and Enhanced Services targets.
  • Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
  • Undertake other work as directed in connection with data collection and read coding.
  • Undertake background work for the completion of medical reports
  • Word/data processing, filing, photocopying and scanning.
  • Initiate contact with and respond to requests from patients, other team members and associated agencies and providers.
  • Ensure accurate notes of all consultations and treatments are recorded in the patients’ notes on the clinical computer system as appropriate.
  • Ensure accurate completion of all necessary documentation associated with patient health care and registration with the practice.
  • Ensure collection and maintenance of statistical information required for regular and ad hoc reports.
  • Input data into the patient’s healthcare records as necessary
  • Complete other admin tasks as required
  • Comply with infection control procedures and policies

  • Maintain a clean, tidy, effective working area at all times
  • Review and update admin policies, as required, in conjunction with the Assistant Practice Manager
  • Partake in audits as directed by the audit lead
  • Comply with practice protocols and policies
  • Attend and participate in practice meetings as required.
  • Assist in the formulation or practice philosophy, strategy and policy and develop appropriate protocols
  • Participate in the legal, regulatory, administrative, and professional responsibilities of the practice team.

Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Desirable

  • GCSE Mathematics and English (C or above)
  • NVQ Level 2 in Health and Social Care
  • Medical records summarisation qualification

Other Requirements

Desirable

  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Experience

Essential

  • Experience of administrative duties

Desirable

  • Clinical background
  • Experience of working in a healthcare setting

Personal Qualities

Essential

  • 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

Clinical Knowledge and Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Knowledge of medical terminology
  • Effective planning and organisation skills
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Ability to follow policy and procedure

Desirable

  • SystmOne user skills
  • Understanding of clinical coding
Person Specification

Qualifications

Essential

  • Educated to GCSE level or equivalent

Desirable

  • GCSE Mathematics and English (C or above)
  • NVQ Level 2 in Health and Social Care
  • Medical records summarisation qualification

Other Requirements

Desirable

  • Flexibility to work outside of core office hours
  • Disclosure Barring Service (DBS) check

Experience

Essential

  • Experience of administrative duties

Desirable

  • Clinical background
  • Experience of working in a healthcare setting

Personal Qualities

Essential

  • 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

Clinical Knowledge and Skills

Essential

  • Excellent communication skills (written and oral)
  • Strong IT skills
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Knowledge of medical terminology
  • Effective planning and organisation skills
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Ability to follow policy and procedure

Desirable

  • SystmOne user skills
  • Understanding of clinical coding

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.

Additional information

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.

Employer details

Employer name

Coleridge Medical Centre

Address

Canaan Way

Ottery St. Mary

Devon

EX11 1EQ


Employer's website

https://www.coleridgemedicalcentre.co.uk/ (Opens in a new tab)

Employer details

Employer name

Coleridge Medical Centre

Address

Canaan Way

Ottery St. Mary

Devon

EX11 1EQ


Employer's website

https://www.coleridgemedicalcentre.co.uk/ (Opens in a new tab)

For questions about the job, contact:

Rochelle Van Cady

r.vancady@nhs.net

01404814447

Date posted

29 July 2022

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A1946-22-2772

Job locations

Canaan Way

Ottery St. Mary

Devon

EX11 1EQ


Supporting documents