senior administrative assistant @ Tarleton Group Practice

Job summary

Clinical Administrator Coding, Referrals and Summarising

We are a forward-thinking GP practice that values its staff and is committed to providing a supportive, friendly working environment. We are looking for a careful and organised team member who can help our practice run smoothly and support clinicians in delivering an effective service to patients.

Main duties of the job

Main responsibilities

• Review clinical correspondence, code relevant information in patients records and action associated administrative tasks.
• Summarise new patient records, ensuring an accurate overview of medical history is entered into the clinical system.
• Manage the referral workflow, helping ensure referrals are sent promptly and supporting GPs and colleagues with referral queries.
• Prepare medical summaries and support clinicians with insurance and medical reports, subject access requests and copies of medical records.
• Electronically file documents and generate referrals through the NHS e-Referral Service (e-RS).
• Help maintain effective communication between patients, the primary care team, secondary care and other healthcare agencies.

Skills and experience

• Excellent attention to detail.
• Good IT skills and accurate data-entry ability.
• Experience of coding and summarising clinical information is essential; training on the practices systems and processes will be provided.
• Experience of secretarial work in a healthcare setting.
• Clear, professional communication and the ability to work collaboratively.

About us

Tarleton Group Practice has an exciting opportunity for an experienced and enthusiastic Administrator to join the practice which is located in Tarleton Village.

The candidate will ideally be experienced in EMIS Web and Docman have knowledge in coding clinical information, secretarial work, and summarising with excellent customer service skills and be a well organised and efficient, dedicated team member.

You will be required be professional at all times whilst adhering to the practice protocol and procedures.

This is a full time position of up to 37 hours per week, to incorporate administrative duties as required. Rate of pay will be dependant on experience. e.

The Administrative team are responsible for the workflow and read coding of relevant information into patients electronic healthcare records on EMIS clinical system. The post will also include actioning referral letters, typing and when required minute taking. In addition, the post holder will also support the multi-disciplinary team, providing administrative support as required to securely transfer patient records, produce medical and insurance reports, electronic filing of documents, GP to GP electronic summary of newly registered patients, summarise records and other duties as necessary. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Job description

Job responsibilities

Job Description

Senior Clinical Administrator

Reports to: Practice Manager / Administration ManagerLocation: Tarleton Health Centre, Tarleton, Preston PR4 6UJHours:up to 37Salary: Dependent on experience.

Job purpose

To provide experienced administrative support across the practices clinical coding, workflow, summarising and referral functions. The postholder will work alongside and provide buddying and practical support to the existing clinical coder and secretary, helping maintain continuity, manage workload and ensure administrative processes are completed accurately and promptly.

This role complements the existing team. It does not replace the current postholders or involve making clinical decisions. Some medical report work is outsourced; the postholder will support the practice-based administrative steps associated with these requests.

Main responsibilitiesClinical coding and workflow

• Review incoming clinical correspondence and code relevant information in the patient record in line with practice procedures and agreed coding standards.
• Identify correspondence and workflow items requiring action, route them to the appropriate clinician or team member, and track actions where required.
• Seek guidance from a clinician or manager where information is unclear, a code is uncertain or clinical interpretation is needed.
• Work alongside the existing coder to provide buddying, cross-cover and support with workload.

Patient record summarising

• Summarise new patient records, entering an accurate and structured overview of relevant medical history into the clinical system.
• Follow practice protocols for summarising and escalate unclear or potentially significant information for clinical review.
• Support the existing team with summarising workload and provide cover as agreed.

Referrals and secretarial support

• Assist the existing secretary with referral administration, including preparing and processing referrals through the NHS e-Referral Service (e-RS), where appropriate.
• Help check that referral documentation is complete and routed through the agreed workflow.
• Respond to administrative referral queries or direct clinical queries to the appropriate clinician.
• Provide buddying and agreed cross-cover for the secretarys administrative duties.

Reports and information requests

• Provide practice-based administrative support for insurance and medical report requests, including receiving, logging and tracking requests and coordinating information for reports that are outsourced.
• Assist with subject access requests (SARs) and requests for copies of medical records, following practice procedures and information-governance requirements.
• Refer queries about the scope, content or disclosure of records to the appropriate manager or clinician.

General duties

• Maintain accurate records of work completed and outstanding tasks.
• Communicate effectively with patients, clinicians, practice colleagues and relevant external organisations.
• Help identify administrative bottlenecks and suggest practical improvements to workflows.
• Maintain confidentiality and comply with practice policies, information-governance requirements and relevant training.

Person specification

Essential

• Experience in a senior or experienced administrative role, preferably in a GP practice or healthcare setting.
• Experience of clinical coding and/or summarising clinical records.
• Strong organisational skills and the ability to manage and prioritise a varied workload.
• Excellent attention to detail and accurate data-entry skills.
• Good IT skills and confidence using clinical and administrative systems.
• Clear, professional communication skills and the ability to work collaboratively.
• A responsible approach to confidentiality and handling sensitive information.

Desirable

• Experience supporting referral workflows and using the NHS e-Referral Service (e-RS).
• Experience using EMIS, Docman, Docman AI and IGPR .
• Experience assisting with insurance report administration, subject access requests (SARs) or medical-record requests.
• Experience providing cross-cover, buddying or supporting colleagues with complex administrative workflows.

Training: Practice-specific induction and training will be provided, including training on systems, coding processes and information-governance procedures.

Person Specification

Experience

Essential

• Demonstrable experience in a senior or experienced administrative role, preferably in a GP practice or other healthcare setting.
• Experience of clinical coding and summarising patient records, or equivalent relevant experience.
• Good understanding of clinical correspondence and the importance of accurate, timely recording and workflow.
• Strong organisational skills, with the ability to prioritise work, meet deadlines and manage competing tasks.
• Excellent attention to detail and accurate data-entry skills.
• Confident IT skills and the ability to learn and use practice systems.
• Good written and verbal communication skills, with the ability to work professionally with patients, clinicians, colleagues and external organisations.
• Able to work collaboratively, including buddying and providing agreed support or cross-cover for existing team members.
• Understands the importance of confidentiality and is willing to follow information-governance and practice procedures.
• Able to recognise when an issue requires clinical or managerial review and refer it to the appropriate person.

Desirable

• Experience of working in a GP Practice
• Experience using the NHS e-Referral Service (e-RS).
• Experience using EMIS, Docman, Docman AI and IGPR .
• Experience supporting referral administration and associated queries.
• Experience assisting with insurance or medical report administration, subject access requests (SARs) or requests for copies of medical records.
• Experience improving administrative workflows or supporting colleagues with complex administrative processes.
• Training: Practice-specific induction and training will be provided.

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

Tarleton Group Practice

Address

The Health Centre, Gorse Lane

Tarleton

Preston

Lancashire

PR4 6UJ

United Kingdom

Employer's website

https://www.tarletongrouppractice.nhs.uk/ (Opens in a new tab)