About this role
Job summary
Shawbirch Medical Centre is seeking a motivated and organised Scanning Administrator to join our friendly practice team. The successful candidate will be responsible for the accurate processing, scanning and filing of patient correspondence and clinical documents, ensuring that records are maintained to a high standard and are available to support the delivery of safe and effective patient care.
The role requires excellent attention to detail, strong administrative skills and the ability to work efficiently within a busy healthcare environment. You will liaise with clinical and administrative colleagues to ensure documents are processed promptly and in accordance with practice procedures and information governance requirements.
Previous experience working within a GP practice or primary care setting is desirable. Experience of using EMIS Web and Docman would be advantageous, although training may be provided for the right candidate.
Hours of work will be:
Monday 08:00 13:00 14:00 18:00
Thursday 08:00 14:00
Friday 08:00 13:00 14:00 18:00
This is an excellent opportunity to join a supportive and forward-thinking practice team dedicated to providing high-quality administrative support and contributing to excellent patient care.
Main duties of the job
Scan and attach patient-related documents to the correct electronic medical records. Carry out administrative tasks relating to patient records, including document filing, record maintenance and document management. Process electronic documents received directly into EMIS Web (for example, Out of Hours reports), taking appropriate action in accordance with agreed practice procedures. Process electronic documents received directly into Docman (for example, hospital discharge summaries and correspondence), taking appropriate action in accordance with agreed practice procedures. Ensure all incoming clinical correspondence is accurately coded, filed and directed to the appropriate clinician / team where required. Maintain the integrity, confidentiality and security of patient records at all times. Identify and escalate any discrepancies or issues relating to patient documentation. Work within practice policies, information governance standards and data protection requirements.
About us
We are a dedicated friendly innovative training practice with a compliment of healthcare professionals: 6 GP Partners, 1 ANP Partner, 6 Salaried GPs, 1 Registrar, 6 Advanced Nurse Practitioners, 3 Practice Nurses, and 1 Nurse Associate and 1 HCA working with our Reception and Administrative Team.
We strive to provide an efficient, effective team who project a positive and friendly image to assist to our patients in ensuring they receive the best possible care.
Job description Job responsibilities
JOB DESCRIPTION
Job Title: Scanning Administrator
Reports To: Office Manager
Job Summary:
To ensure that all incoming and internal patient correspondence is scanned onto the patients medical record.
To be able to locate documents as needed by the clinical and non-clinical staff
To carry out administrative related tasks as delegated by the doctors and non- clinical staff
Duties and Responsibilities
Sort all incoming patient-related mail. Scan patient-related documents onto their medical record using read codes as agreed by the clinical team Add any additional information about the source of the document Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale Carry out administrative tasks relating to patient records, including filing, document management Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures. Action as per agreed procedures electronic documents received directly into EMIS e.g. OOH reports Action as per agreed procedures electronic documents received directly into Docman e.g. discharge reports Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health and Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resourcesCommunication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordinglyContribution to the Implementation of Services:
The post-holder will:
Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate
Person Specification
Qualifications Essential
Good standard of general education including GCSE grade A-C in English and Maths (or equivalent)
Qualities / Attributes Essential
Team player Able to work under pressure
Experience Essential
Experience of Microsoft Office software
Desirable
Previous experience working within a GP practice, NHS or healthcare environment. Experience of using EMIS Web. Experience of using Docman. Knowledge of clinical correspondence and patient records management.
Knowledge and Skills Essential
Excellent organisational and administrative skills. High level of accuracy and attention to detail. Good IT and keyboard skills. Ability to prioritise workload and work independently. Excellent communication and teamwork skills. Understanding of the importance of patient confidentiality.
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 Shawbirch Medical Centre
Address Shawbirch Medical Centre
Brandon Avenue
Admaston
Shropshire
TF5 0DU
United Kingdom
Employer's website https://www.shawbirchmedicalcentre.nhs.uk (Opens in a new tab)