About this role
Job summary
About the Role
An exciting opportunity has arisen for a General Practice Assistant to join the team at Bramblehaies Surgery. The post holder will play a key role in supporting clinicians and administrative staff through data quality management, clinical audits, information governance, IT administration, and patient record management.
The successful candidate will be organised, efficient, approachable, a strong problem solver, and able to work effectively as part of a multidisciplinary team while maintaining strict patient confidentiality.
If you are detail-oriented, proactive, and enjoy working in a busy healthcare environment, we would love to hear from you.
Main duties of the job
Key Responsibilities
- Managing and analysing clinical and non-clinical data to support QOF, Enhanced Services and NHS contractual requirements.
- Maintaining accurate patient records, including SNOMED coding and processing clinical correspondence.
- Supporting Information Governance, NHS App access requests, subject access requests, and Data Protection Toolkit compliance.
- Acting as Practice IT Administrator, supporting systems such as SystmOne, AccuRx, NHS Mail, ICE and other clinical software.
- Running clinical audits, searches and reports to support service improvement and practice performance.
- Coordinating long-term condition recall systems and assisting with GP2GP record transfers and summarisation.
About us
Bramblehaies Surgery is a training practice in the heart of Devon yet conveniently situated 3 minutes off Junction 28 of the M5. We deliver a high standard of patient-centered care to our growing patient list, currently 7,500, in Cullompton and surrounding villages from a partner-owned modern, purpose-built building.
Our caring and cohesive practice team currently comprises of four GP Partners and three salaried GPs, a skilled and dedicated nursing team and an experienced management and admin team.
We are a member practice of Culm Valley Primary Care Network and are well supported with a wide range of Practice-based ARRS staff including a clinical pharmacist, advanced nurse practitioner, pharmacy technician, general practice assistant, care coordinators, first contact physiotherapist and a mental health worker. We also have social prescribers for young people and a care home team.
Job description
Job responsibilities
Submission of Data to Support Financial Claims
o To undertake monthly and quarterly searches relating to Enhanced Services, Contractual services and QOF, producing spreadsheets using Microsoft Excel to record the activity and submission to the Practice Manager. Also send activity data to the Integrated Commissioning Board, NHS Devon, RD&E and Local Authority.
Data Quality and Maintenance of Patient Records
o To review data entry and ensure templates and protocols are updated as required to meet contractual requirements
o To ensure medical records are updated with appropriate READ/SNOWMED codes from hospital letters, reports and other sources of information
o To maintain external communications scheduling and links such as clinical EDI for laboratory reports, out of hours reports, patient registration and GP2GP.
o To set up systems for validation of patient information, performing regular checks and quality audits.
o Maintain safeguarding registers
Information Governance
o Process all patient requests for the NHS App to link to their online electronic health record and support patients with the installation and set-up of the app
o Process all prospective full record and detailed coded record patient access requests as per practice protocols, including the checking of redacted subject access requests.
o To ensure medical records are held securely within the practice, and data is held in line with the NHS Code of Practice for Records Management, the RCGP Good Practice Guidelines for electronic records, UK GDPR Regulation, Caldicott Principles and Freedom of Information Act
o To ensure that any suspected breach of IT security is reported to the Practice Manager and investigated as required.
o To agree action and/or change of policy/procedures as a result of findings with the Practice Manager and Information Governance lead GP
o To ensure the Data Protection Toolkit is submitted annually, and all associated actions are completed in a timely manner
o To review the practice Information Governance Policy and procedures on at least an annual basis, updating and communicating to all staff.
Practice Administrator for Clinical System
o To oversee the security and validation processes for the IT system ensuring system access controls are in place for all new and existing staff
o Provide training, advice and support for current and new practice staff in the use of IT software
o Ensure procedures for entering data into patients medical records produce accurately summarized records and that all patient records are correctly updated when needed
o Resolve simple printer, PC and software problems, troubleshooting staff IT problems and identify solutions. This involves baseline training on several IT software platforms in use by the practice, including SystmOne, AccuRx, Seca ECG software, ICE, NHS mail. Where appropriate raise support tickets to Delt helpdesk.
o Maintain Asset Register for the practice, take the lead with contractors when medical equipment needs repair. Support the annual medical equipment calibration visit
o To be proactive in the development of new IT initiatives which would support efficiencies in the practice, streamlining complicated administrative tasks by implementing new systems.
o Act as the key liaison/coordinator for IT developments within the practice e.g. assessing the impact of and planning deployment of key system upgrades. This may involve working outside of normal surgery hours for which overtime payment will be given.
o Adhere to the Practices protocols on data security.
o Act as buddy for maintenance of the practice website, Facebook business page and the slideshow on the TV in the waiting room
Summarisation of Clinical Notes
o Summarisation of patient notes and processing of GP2GP. Reviewing medical records and supporting the production of an accurate summary of the patients medical history.
Administration of LTC recall system
- o Responsible for the implementation and coordination of the LTC month of birth recall system, along with other ad-hoc audits.
Clinical Audit
- Building searches, templates and protocols within SystmOne, to support the following service provision and reporting:
- QOF
- Enhanced services
- Prescribing audits
- PCN audits
- Public Health
- Local authority
- ICB audits
- Any other initiatives requested by the Partners or Practice Manager
- To support clinical audit and assist staff in clinical searches together with the collation, interpretation and presentation of patient data.
- To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process
Person Specification
Qualifications
Essential
- GCSE Grade A to C in English and Maths
- European Computer Driving Licence or equivalent
- Proficient in Excel
- Understanding of medical terminology or qualification in medical terminology
Knowledge and skills
Essential
- Knowledge of SNOWMED coding
- Knowledge of drugs and medication
- Knowledge of Ardens
- Ability to work to time critical deadlines
- Ability to work systematically and follow protocols and specifications
- Independent working, planning and prioritising workload
- Working knowledge of data security and information governance
- Excellent communication and interpersonal skills
- Collaborating with others when required
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to use own judgement, resourcefulness and common sense
- Ability to follow complex instructions
- Ability to analyse, interpret and present data
- Ability to work with a high degree of accuracy
- Typing and data entry
- Good organisational skills
- Conscientious
Qualities and attributes
Essential
- Ability to work as part of an integrated multi-skilled team
- Organised and efficient
- Approachable and helpful
- Logic and problem solving
- Pleasant and articulate
- Happy to take direction from others
- Good telephone manner when speaking to patients
Experience
Essential
- Experience of using SystmOne
- Experience of Primary Care desirable
- Experience of QOF and Enhanced Services
- Experience of creating searches using a clinical database
- Experience of training others on an individual basis or a small team
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
Bramblehaies Surgery
Address
College Road
Cullompton
Devon
EX15 1TZ
United Kingdom
Employer's website
https://www.bramblehaiessurgery.co.uk/ (Opens in a new tab)