Document Management / Admin assistant

Job description

Job responsibilities

1.

Ensure that all documentation received is dealt with in an appropriate and timely way, with full confidentiality compliance.

2.

Regular checks of the Document Management email address throughout the day to ensure all documentation relating to patients is uploaded on to medical records and processed accordingly.

3.

Twice daily opening, scanning and work flowing of all mail requiring uploading on to Medical Records.

4.

Monitoring and extraction of all other relevant information that is delivered to the Practice that is relevant to individual patients, ensuring that it gets uploaded to medical records.

5.

Ensure that anything urgent or relating to safeguarding is dealt with immediately and flagged up to the relevant clinician as soon as possible, if they are not available the Doctor of the Day should be contacted.

6.

Undertake the coding of information on patient records in accordance with correspondence received and in line with current protocols.

7.

Liaise with the Document Management Lead GP as required.

8.

Maintain patient confidentiality at all times and comply with all aspects of the Data Protection Act.

9.

Keep up to date on Docman 10, Emis and other IT tools that enable the job role.

10.

Ensuring the original Safeguarding documents are filed securely and an up to date register held.

11.

Close liaison with Secretarial team due to connected work loads and carrying out of some basic functions.

12.

Assist with the summarising of new patient medical records and the closing and despatch of those patients leaving the Practice.

13.

Assist with the management of prescriptions, providing cover as required.

14.

Follow practice procedures in the event of a fire.

15.

Undertake statutory and mandatory training.

16.

Attend and participate in meetings as required.

17.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time.

18.

Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures.

19.

Provide occasional cover for the e-consults and Practice Enquiries e-mail addresses as required.

Person Specification

Experience

Essential

• Practical experience of working with others
• Experience of using own initiative

Desirable

• Experience of managing correspondence
• Experience of working within a General Practice environment
• Practical experience of computerised recording systems

Skills

Essential

• Excellent communication skills (Written and Oral)
• IT skills
• Time Management and the ability to work to deadlines
• Negotiation and conflict management skills
• Problem solving skills
• Interpersonal skills

Knowledge

Desirable

• An understanding of a General Practice environment

Behaviours

Essential

• Planning and organising
• Performing under pressure
• Adaptability
• Team working
• Self motivated
• Flexibility
• Confidentiality

Qualifications

Essential

• Good standard of general education
• GCSE Mathematics
• GCSE English

Desirable

• Microsoft Office qualifications specifically excel and word.

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

Church Stretton Medical Practice

Address

Church Stretton Medical Practice

Easthope Road

Church Stretton

Shropshire

SY6 6BL

Employer's website

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