Medical records administrator and document co-ordinator

Job description

Job responsibilities

Job Summary

The practice uses an enhanced workflow program that allows Medical Records Administrators to efficiently code and manage up to 80% of clinical correspondence. This system aims to improve the consistency and accuracy of clinical records, resulting in higher-quality data management and streamlined processes.

In this role, the post-holder will provide essential administrative support to the Practice Management Team and healthcare professionals, focusing on the management and coordination of medical records.

The role will focus on balancing an approximate 75:25 split between referral work and coding tasks, ensuring an effective distribution of responsibilities.

The position involves typing various documents, including letters, referral forms, reports, and other necessary paperwork, while ensuring all tasks are completed in compliance with practice protocols.

Further duties include handling requests for copies of medical records and facilitating online access to patients' records, contributing to improved patient care and administrative efficiency.

Additionally, the role requires scanning and coding relevant patient information from clinical correspondence and other documentation into patient records using Emis Web and Docman systems.

The medical records administrator and document coordinator will also be responsible for processing referrals through the Electronic Referral System (ERS) and maintaining an accurate referral database.

Operational responsibilities

The medical records administrator and document coordinator will be responsible for ensuring the efficient management and accurate handling of patient records and documentation across the practice. This role requires attention to detail, adherence to protocols, and effective communication with both clinical and administrative teams.

Key Responsibilities:

Referral Processing: Manage the referral process, including entering referrals into the Electronic Referral System (ERS) and maintaining an accurate and up-to-date referrals database.

Subject Access Requests (SARs): Handle requests for access to medical records, ensuring compliance with relevant regulations, and assisting patients in obtaining their records through the iGPR system.

Reviewing Patient Records: Assist in sorting and preparing new patient records, ensuring they are accurately summarised and integrated into the system. Update and maintain patient histories as required.

Managing Incoming Correspondence: Review and process all incoming documents and correspondence, ensuring that all patient-related mail is accurately scanned into the patients clinical record daily.Document Coding and Data Entry: Identify key medical information from correspondence and other sources, applying the relevant codes and ensuring it is correctly entered into the patients electronic record using the practices systems.

Administrative Support: Provide comprehensive administrative support to clinical staff, including typing letters, referral forms, reports, and other necessary documentation in line with practice protocols.

Collaboration and Communication: Liaise with doctors, patients, secondary care providers, and external agencies to resolve queries, process referrals, and ensure smooth communication across the practice.

External Requests and Compliance: Process requests from external organisations such as solicitors, the police, and the DVLA, ensuring appropriate documentation is provided in accordance with legal and practice requirements.

Phone and Email Management: Manage incoming phone calls and emails, ensuring all queries are addressed promptly or directed to the appropriate personnel.

System Utilisation: Use EMIS Web and other practice systems to process and manage clinical documentation, ensuring accuracy and completeness.

Filing and Record Retrieval: Maintain an organised filing system, ensuring all patient records and associated documents are easily accessible for clinical staff and other stakeholders.

Quality Improvement: Contribute to the continuous improvement of the practice by suggesting process enhancements or improvements to service delivery.

Training and Development: Participate in ongoing training to keep up to date with new systems, procedures, and regulations in medical records management.

Audit and Quality Control: Regularly audit patient records to ensure accuracy, completeness, and compliance with relevant guidelines and standards. Implement quality control measures to ensure the integrity of medical records.

Confidentiality and Data Protection: Ensure that all patient information is handled confidentially and in accordance with GDPR and other data protection regulations. Monitor the storage and access of patient records to prevent unauthorised access.

Clinical Document Management: Oversee the lifecycle of clinical documents, ensuring that they are correctly archived and disposed of in accordance with practice policy and legal requirements.

Patient Record Accuracy and Updates: Ensure that all changes, updates, or amendments to patient records are accurately reflected and documented, including any corrections or additions.

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
• AMSPAR Health qualifications or equivalent

Experience

Essential

• Experience in medical record administration or document management
• Experience of medical terminology and coding procedures
• Experience of working in a healthcare setting

Desirable

• Experience of working with the general public
• Experience of working within primary care
• Experience of administrative duties

Employer details

Employer name

Kingswinford Medical Practice

Address

Standhills Road

Kingswinford

West Midlands

DY6 8DN

Employer's website

https://www.kingswinfordmedicalpractice.nhs.uk/ (Opens in a new tab)