About this role
Job summary
Kingswinford Medical Practice are looking to recruit an experienced organised, methodical and logical medical secretary / workflow administrator to work within our document flow team.
Experience of medical secretary or coding work is essential.
Excellent communication, computer and interpersonal skills are essential. The role also requires a great attention to detail and an ability to work efficiently under pressure and as part of a team.
You will be responsible for undertaking a wide range of secretarial and administrative duties and the provision of administrative support to the multidisciplinary team.
Our document flow team consists of four administrators and a manager. They work alongside our reception, administration and clinical teams.
Main duties of the job
The main functions of the role are to type letters, referral forms and reports, process referrals using the electronic referral system (ERS), scan, allocate and code clinical correspondence updating patients clinical records in line with Practice protocols. Summarise new patient records, prepare copies of patient records using the iGPR system for SARs and medical record requests and assist with online access to medical record requests.
Working pattern: 37.5 hours per week over 4-5 days.
About us
Kingswinford Medical Practice is a partnership of five General Practitioners. It is a well established surgery and, because of its geographical location, serves the communities of Kingswinford, Wall Heath, Pensnett, Brierley Hill, Wordsley and the nearby villages of Swindon and Hinksford.
Our staff are an enthusiastic team of professionals who aim to provide the best service possible for all our patients. The practice prides itself in encouraging a positive attitude towards good health and will always try to be flexible and accommodating to patients' needs.
We are a friendly team of 30 who serve 8800 patients. We are an active participant in the Kingswinford and Wordsley PCN and also host a range of additional healthcare professionals including a paramedic practitioner, pharmacists, first contact physiotherapists, an Occupational Therapist, Nurse Associates and a Health and Wellbeing Coach.
Job description Job responsibilities
Job Summary
The practice has implemented a workflow programme, whereby workflow administrators are able to code and action up to 80% of clinical correspondence, resulting in more consistent clinical records and enhanced data quality.
This role will provide administrative support to the Practice Management Team and all health professionals.
The main responsibilities of the post-holder will be to scan and read code relevant information from clinical correspondence and other sources into patient records using the Emis web and docman systems; type letters, referral forms, reports and associated documentation as required; process referrals using the electronic referral system (ERS), to maintain an accurate referrals database whilst working strictly in accordance with the Practice protocols and to process requests for copies of medical records and facilitate online access to medical records.
Primary key responsibilities
Review all incoming correspondence received by or created within the practice.
Ensure all patient related mail is scanned into the patients clinical record daily
Identify important medical information that needs to be applied to the patient record
Apply policy / protocol to determine whether each document needs to be reviewed by others at the practice
Process and code medical and non-medical correspondence as appropriate
Culling and sorting new patient records and letters in preparation for summarising
Reviewing new patients medical records and producing an accurate summary of the patients medical history.
Typing letters, referral forms, reports and associated documentation as required
Processing referrals using the electronic referral system (ERS)
Maintaining an accurate referrals database
Supporting all clinical staff with general administrative tasks as requested
Liaise with doctors, patients, secondary care and other staff and outside agencies to resolve any queries or facilitate referrals.
Carry out required tasks utilising the EMIS Web functionality
Processing requests from external organisations such as the local police, solicitors, DVLA and other agencies
Processing SARs and medical record requests and assisting with online access to medical record requests using the iGPR system
To action all incoming email
Managing all enquires in an effective manner
Answering incoming phone calls, transferring calls or dealing with the callers request appropriately
Effectively manage nominated areas of responsibility
Make suggestions for enhancing the quality of the services that the practice offers
Filing and retrieving paperwork
To participate in all practice training, as necessary.
Confidentiality
The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times.
It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.
Quality and Continuous Improvement (CI)
To preserve and improve the quality of the organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.
The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice and to discuss, highlight and collaborate with the team to create opportunities to improve patient care.
This practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice. All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post-holder to assess their own learning needs and undertake learning as appropriate.
The post-holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences). The post-holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.
Please see job description for further information.
Person Specification
Personal qualities Essential
Ability to work under pressure Flexible and cooperative High levels of integrity and loyalty
Experience Essential
Experience of medical secretary or coding work
Desirable
Experience of working with the general public Experience of working in a healthcare setting Experience of medical terminology / administration
Knowledge and skills Essential
Excellent communication skills (written and oral) Clear, polite telephone manner Effective time management (planning and organising) Ability to work as a team member and autonomously
Desirable
EMIS user skills ERS user skills Understanding of clinical coding
Qualifications Essential
Educated to GCSE level or equivalent.
Desirable
GCSE English and Maths (C or above) Qualified to NVQ level 2 in Health and Social Care AMSPAR Health qualifications or equivalent
Employer details Employer name Kingswinford Medical Practice
Address Standhills Road
Kingswinford
West Midlands
DY6 8DN
United Kingdom
Employer's website https://www.kingswinfordmedicalpractice.nhs.uk/ (Opens in a new tab)