Job summary
Long Stratton Medical Practicehas an opportunity for a dataadministrator to join our busy, friendly practice support team,on afull-time basis for 37.5 hours per week.The rate of pay will increase to £10.75 per hour after successful completion of a 3 month probationary period and rise to £11.00 per hour after a further 3 months.
Main duties of the job
In this crucial administration role you will besummarising andcoding relevant information from patients clinical letters and records into the practice clinical system, working strictly in accordance with the practice summarising protocol, and general administration work including recalls, and audits.
About us
Long Stratton is a small town in South Norfolk, 10 miles from the historic city of Norwich. We have 11,500 patients on our list, a CQC rating of Good and operate from our both our main site and a branch site in Newton Flotman. We are also a dispensing practice with a dispensing list of around 5,500 patients. We use EMIS Web and run cloud-based telephony which links seamlessly with the clinical system and provides excellent functionality.
We are renovating our existing building and our surgery is undergoing expansion work, with a new wing being added to include 7 clinical rooms. Work has commenced and is due to be complete by February 2024. The reason for the expansion is that Long Stratton is being bypassed, 2,000 new homes are planned and therefore potentially 5,000-6,000 new patients.
Our practice has 4 partner GPs leading an MDT of 4 permanent salaried GPs, an emergency care practitioner, 2 advanced nurse practitioners, a clinical pharmacist, a pharmacy technician, a team of 6 registered nurses and 3 HCAs plus superb teams in reception, administration, and dispensary, along with the surgery management team.
We offer a comprehensive benefits package including 6 weeks annual leave (plus bank holidays), the NHS pension scheme, and an Employer Assistance Programme for the employee and family members. We also offer free on-site car parking, team building and social activities and access to NHS discounts.
Job description
Job responsibilities
The main responsibilities of the role include:
- Working in date order, evaluate clinical letters and documents within workflow on the clinical system recognising key points
- Identify any coding or filing/scanning errors and rectify this or liaise with the correct team to resolve the error
- Code or free text the relevant clinical information on to the correct patient record on the practice system
- Forward documents to the named GP when any actions or changes are required, clearly highlighting the significant information
- Deal with any queries relating to coding
- Raise any issues identified with the named GP to resolve queries
- File and retrieve paperwork
- Update and maintain referral templates
- Managing the practice email inbox, to include responding, and the re-direction appropriately and accordingly.
- Use Open Exeter to manage the cervical screening programme.
- Assign unmatched lab reports and electronic documents
- Recalls admin for all long term conditions, cervical screening programme, child immunisation programmeand drug monitoring
- Run searches to identify claims that are submitted through our finance system for reimbursement
- Run searches for the national seasonal influenza & covid programme, to identify and invite accordingly & correctly
- Support & assist the IT & admin lead with any issues that arise in the practice relating to I.T., searches, teaching, research & practice communication (posters, website, intranet, social media, and practice T.V.) or other relevant tasks that may be delegated appropriately.
- Request any patient record notes required urgently via PCSE.
Please see full job description attached.Interview date: Tuesday 10th October 2023
Job description
Job responsibilities
The main responsibilities of the role include:
- Working in date order, evaluate clinical letters and documents within workflow on the clinical system recognising key points
- Identify any coding or filing/scanning errors and rectify this or liaise with the correct team to resolve the error
- Code or free text the relevant clinical information on to the correct patient record on the practice system
- Forward documents to the named GP when any actions or changes are required, clearly highlighting the significant information
- Deal with any queries relating to coding
- Raise any issues identified with the named GP to resolve queries
- File and retrieve paperwork
- Update and maintain referral templates
- Managing the practice email inbox, to include responding, and the re-direction appropriately and accordingly.
- Use Open Exeter to manage the cervical screening programme.
- Assign unmatched lab reports and electronic documents
- Recalls admin for all long term conditions, cervical screening programme, child immunisation programmeand drug monitoring
- Run searches to identify claims that are submitted through our finance system for reimbursement
- Run searches for the national seasonal influenza & covid programme, to identify and invite accordingly & correctly
- Support & assist the IT & admin lead with any issues that arise in the practice relating to I.T., searches, teaching, research & practice communication (posters, website, intranet, social media, and practice T.V.) or other relevant tasks that may be delegated appropriately.
- Request any patient record notes required urgently via PCSE.
Please see full job description attached.Interview date: Tuesday 10th October 2023
Person Specification
Knowledge and skills
Essential
- If you are a well organised person, who thrives in a busy working environment where no two days are the same, we'd love to hear from you. We would particularly welcome applications from individuals who are:
- Good standard of education.
- Good knowledge of word processing, Word, Excel and Outlook.
- Previous office experience.
- Excellent communication (written & oral), interpersonal and telephone skills.
- Ideally experienced in general practice or working within a medical environment.
- Ability to prioritise own workload and work under pressure.
- Adaptable and friendly, with strong administration, time management and organisational skills;
- Able to "think on their feet" in a busy working environment;
- Able to multi-task, work hard and maintain a high level of attention to detail, when under pressure;
- Able to work as part of a multi-disciplinary team, as well as comfortable working independently.
- Some flexibility is required as you will sometimes need to work additional or alternative hours to cover for colleagues.
Person Specification
Knowledge and skills
Essential
- If you are a well organised person, who thrives in a busy working environment where no two days are the same, we'd love to hear from you. We would particularly welcome applications from individuals who are:
- Good standard of education.
- Good knowledge of word processing, Word, Excel and Outlook.
- Previous office experience.
- Excellent communication (written & oral), interpersonal and telephone skills.
- Ideally experienced in general practice or working within a medical environment.
- Ability to prioritise own workload and work under pressure.
- Adaptable and friendly, with strong administration, time management and organisational skills;
- Able to "think on their feet" in a busy working environment;
- Able to multi-task, work hard and maintain a high level of attention to detail, when under pressure;
- Able to work as part of a multi-disciplinary team, as well as comfortable working independently.
- Some flexibility is required as you will sometimes need to work additional or alternative hours to cover for colleagues.
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.
