About this role
Job summary
As a Support Administrator within Patient Services, you will undertake a variety of administrative duties to support and cover areas including but not limited to, Medical records, Results & Recalls and Document administration.
You will work to agreed targets and timescales, and in accordance with Practice policies, protocols, guidelines and procedures.
Attendance at monthly team meetings and periodic training days is mandatory except in exceptional circumstances. The Practice will commit to publishing a team meeting schedule and to provide adequate notice for any training days.
Main duties of the job
Our Support Administrators are at the heart of our Practice Services teams.
Working across Charlotte Keel Medical Practice, Broadmead Medical Centre and Homeless Health Service, you will provide high-quality administrative support across a wide range of functions to help ensure the smooth day-to-day running of our services.
Responsibilities may include:
Providing administrative support to clinicians and practice teams.
Managing correspondence, emails and telephone enquiries.
Processing referrals, reports and healthcare documentation.
Maintaining accurate patient records and clinical systems.
Supporting medical records administration and document management processes.
Assisting with patient recalls, screening programmes and health initiatives.
Supporting appointment and clinic administration.
Preparing meeting documentation and taking minutes when required.
Assisting with audits, reporting and service improvement activities.
Supporting colleagues across a range of operational and administrative tasks.
This is a varied and rewarding role that would suit someone who enjoys working in a fast-paced environment, is highly organised, and takes pride in delivering excellent service.
About us
Why Join Our Team?
Make a Real Difference
o Play a vital role in supporting the smooth running of our Practice Services teams across three sites.
o Help ensure patients receive timely, efficient and compassionate care.
o Contribute to improving health outcomes for diverse communities across Bristol.
Supportive, Collaborative Culture
Join a friendly and supportive team that values inclusion, respect and teamwork.
Work alongside dedicated colleagues who are passionate about delivering excellent patient care.
Be encouraged to share ideas and contribute to service improvements.
Professional growth and recognition
Access training, development and ongoing learning opportunities.
Benefit from our employee recognition platform with exclusive offers and rewards.
As part of our Employee Ownership Trust, become a co-owner and help shape the future of our organisation.
High energy, High reward. If you like being on the go and making a tangible difference, you'll thrive here
Job description Job responsibilities
Main Duties and Responsibilities
Providing cover and support for the Medical Records Administrator
Process incoming electronic patient medical records
Organise incoming paper patient medicals records in preparation for summarising
Review medical records and produce an accurate and sufficient summary of the patients medical history
Code the patient record on the Practice clinical system accordingly
File paper patient records and maintain an effective filing system
Synchronise locally, regionally and nationally held patient data
Administer the processing of medical records requests from patients and third parties:
Record receipt of medical records requests
Check patient disclosure authorisation
Copy record, removing sensitive third-party information and obtaining GP authorisation for records release where appropriate
Record completion and dispatch of medical records
Administer the processing of medical report requests:
Record receipt & distribute medical report requests to clinicians
Create and send invoices for medical reports
Record completion and dispatch of medical reports
Providing cover and support for the Document Administrator
Administer Practice email accounts
Scan paper documents and download electronic documents
Code the source and subject of document
Electronically file documents on relevant patient record
Identify relevant clinical information contained in documents and code the patient record on the Practice clinical system accordingly
Work-flow the document to the most appropriate clinician
Code additional document content onto the patient record at the request of clinicians
Providing cover and support for the Results & Recalls Administrator
Contact patients for test result follow up at the request of clinicians
Maintain recall systems relating to:
Cervical cytology
Sexual health
Immunisations and vaccinations
Health promotion
Long term conditions
Near patient testing
Other health initiatives
Record results for selected screening and immunisations programs
Provide patient lists to external screening services
Complete childhood immunisation returns
Liaise with external organisations where appropriate
Undertake any other duty as reasonably requested by the management team
Communication
To communicate on the phone, by email, fax or in person with staff from a wide variety of NHS / other departments in a confidential, professional and efficient manner so that good communication between the surgery and all other services is maintained.
To communicate in a professional, friendly and helpful way with patients, carers and the general public to maintain an excellent profile for the surgery amongst its users including communicating test results where appropriate.
To maintain confidentiality for all patients and users of the service.
To communicate effectively and sensitively with service users who maybe angry, confrontational, upset, anxious, fearful or have communication difficulties such as poor language skills, hearing loss or learning disabilities.
Responsibility
To carry out duties with a level of autonomy and minimum supervision working within broad procedural guidelines.
Use own initiative to prioritise own workload and day-to-day tasks.
To support the effective maintenance and management of office systems.
To be responsible for recognising own training needs and identifying training needs that may help improve service quality.
Work in accordance with site and BrisDocs policies and procedures.
Report incidents and near misses to ensure the continued safety of staff, patients and visitors to the practice.
Report incidents and areas of non-compliance to ensure that the practice responds and learns from errors and untoward events.
Person Specification
Essential Qualifications and Training Essential
Educated to GCSE standard (or equivalent) with grade C or above in English Evidence of a commitment to continuing professional development Excellent keyboard skills - experience of using Microsoft office e.g. Word, Excel
Desirable
Qualification / certificates in Administration Certificates relating to information governance and security
Essential Knowledge, Skills & Experience Essential
Good general computer skills - experience of using Microsoft office e.g. Word, Excel Experience of paper and electronic records administration (Including Scanning) Administrative filing and record keeping Experience of administration of telephone and written customer/patient contact Experience of working in an integrated multi skilled team. Experience of working in a pressurised environment.
Desirable
Experience of using EMIS web computer software Experience of clinical system patient record coding Experience of medical records requests administration Experience of administering recall systems Experience of summarising medical records
Essential Personal qualities and Attributes Essential
Excellent attention to detail and accuracy skills Excellent written and verbal communication skills Able to work in a pressurised environment, responding to multiple demands in the team. Able to work within a team and take instruction as required - Able to quickly establish rapport and credibility with others in the team Able to use own initiative Able to maintain confidentiality at all times with regards to staff and patients o Excellent organisational skills
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 BrisDoc Healthcare Services
Address Charlotte Keel Medical Practice
Bristol
BS5 0UA
United Kingdom
Employer's website https://brisdoc.co.uk/ (Opens in a new tab)