About this role
Job summary
24 hours p/w
Job purpose
To provide an efficient and accurate service for the management of medical records requests, Subject Access Requests, medical reports and other requests for patient information received by the practice.
The postholder will act as a key point of contact between patients, GPs, solicitors, insurance companies, Capita and other external organisations, ensuring requests are managed appropriately and within the required timescales.
Main duties of the job
Key responsibilities
Subject Access Requests and medical records
Receive and process Subject Access Requests from patients and authorised third parties. Manage requests from solicitors for copies of medical records and clinical notes. Ensure requests are appropriately authorised and that the correct patient record is identified. Prepare records for release, including liaising with GPs where clinical input or review is required. Ensure information is provided securely and in accordance with practice procedures. Maintain accurate records of requests, correspondence, fees and completion dates. Monitor deadlines and follow up outstanding requests. Medical and insurance reports
Process requests for insurance reports, medical reports and other third-party reports. Liaise with patients and external organisations regarding requests, fees and timescales. Forward reports to the appropriate GP with all relevant information and supporting documentation. Liaise with GPs regarding outstanding reports and provide appropriate reminders. Check completed reports for administrative accuracy before returning them to the requesting organisation. Maintain a clear audit trail of all reports and correspondence.
About us
We are a very well established urban medical centre in Kidderminster with around 15,800 patients.
We use Emis web.
Job description Job responsibilities
Key responsibilities
Subject Access Requests and medical records
Receive and process Subject Access Requests from patients and authorised third parties. Manage requests from solicitors for copies of medical records and clinical notes. Ensure requests are appropriately authorised and that the correct patient record is identified. Prepare records for release, including liaising with GPs where clinical input or review is required. Ensure information is provided securely and in accordance with practice procedures. Maintain accurate records of requests, correspondence, fees and completion dates. Monitor deadlines and follow up outstanding requests. Medical and insurance reports
Process requests for insurance reports, medical reports and other third-party reports. Liaise with patients and external organisations regarding requests, fees and timescales. Forward reports to the appropriate GP with all relevant information and supporting documentation. Liaise with GPs regarding outstanding reports and provide appropriate reminders. Check completed reports for administrative accuracy before returning them to the requesting organisation. Maintain a clear audit trail of all reports and correspondence. PIP, Universal Credit and benefit requests
Manage Capita PIP requests received by the practice. Process Universal Credit and other benefit-related requests. Liaise with patients where additional information or clarification is required. Coordinate requests with the appropriate GP and ensure responses are completed and returned within the required timescales. Maintain records of completed and outstanding requests. Patient and professional liaison
Act as a point of contact for patients regarding medical records and report requests. Explain practice procedures, fees and expected timescales clearly and professionally. Communicate with solicitors, insurance companies, Capita and other organisations as required. Deal with queries sensitively, particularly where requests involve complex or confidential information. Escalate clinical or contentious queries to the appropriate GP or Practice Manager. General administration
Maintain accurate electronic and paper records relating to all requests. Ensure confidential information is stored, handled and transmitted securely. Monitor workload and prioritise requests according to urgency and required timescales. Maintain appropriate filing and tracking systems. Contribute to the development and improvement of the practice's processes for managing reports and records requests. Undertake other administrative duties appropriate to the role as required by the Practice Manager.
Person Specification
Experience Essential
Excellent organisational and administrative skills High level of accuracy and attention to detail Ability to manage competing priorities and deadlines Excellent written and verbal communication skills Ability to communicate confidently with patients GPs and external organisations Ability to work independently and use initiative Ability to handle confidential and sensitive information appropriately Good IT skills including Microsoft Office Professional, reliable and approachable manner
Desirable
Previous experience working in general practice or another healthcare setting Experience of handling Subject Access Requests Experience of medical records administration Experience of processing medical insurance or solicitor reports Knowledge of NHS information governance and confidentiality requirements Experience using EMIS or another GP clinical system
Qualifications Essential
Person specification Essential GCSE grade A to C in English and Maths
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 Aylmer Lodge Cookley Partnership
Address Hume Street Medical Centre
Hume Street
Kidderminster
DY11 6SF
United Kingdom
Employer's website https://www.aylmerlodgecookleypartnership.co.uk/ (Opens in a new tab)