Job description

Job responsibilities

Job Summary:

To provide administrative support and to ensure the smooth day-to-day running of technical systems to support the GP partners and other Health Professional and Managers as required.

Summary of Main Duties & Responsibilities:

Practice Administration & Operational Support

• Work autonomously as a member of the Administration Team, providing effective administrative support to the Systems & Administration Manager, Partners and wider practice team.
• Manage and prioritise administrative workflows, ensuring tasks are completed accurately, efficiently and within agreed timescales.
• Process and extract relevant information from clinical correspondence, ensuring accurate entry into electronic patient records, including electronic document transfer (EDT).
• Oversee the sorting, coding, scanning and processing of incoming correspondence in line with practice protocols, policies and information governance requirements.
• Support the maintenance of accurate and up-to-date patient records through effective administration and data quality processes.
• Support the organisation and maintenance of archived patient records and administrative storage areas.
• Manage the practice generic email account, ensuring incoming correspondence is reviewed, actioned and appropriately allocated in a timely manner.
• Complete daily administrative processes including electronic links to pathology services, NHS 111 documentation and other clinical system workflows.
• Ensure confidentiality, data security and information governance standards are maintained at all times.
• Manage personal and team patient tasks effectively, ensuring workload is monitored and completed within required timescales.

Patient Record Summarisation & Clinical Coding

• Review patient medical records, including correspondence, investigations, procedures and historical information, to create accurate and comprehensive summaries of patient medical histories.
• Apply knowledge of medical terminology, anatomy and clinical pathways to ensure records are accurately summarised.
• Use SNOMED CT coding alongside local coding guidance and practice protocols to ensure diagnoses, procedures and relevant clinical information are correctly coded.
• Apply professional judgement when interpreting complex medical information and seek advice from the Systems & Information Manager, Assistant Practice Manager or clinicians when required.
• Liaise with clinical and administrative colleagues to identify and resolve missing information and improve record completeness.
• Identify, report and correct coding or summarisation errors in line with practice procedures and the Medical Record Deletion Policy.
• Maintain accurate audit trails and ensure patient records provide a true and complete reflection of the patients medical history.
• Provide advice and support to colleagues regarding appropriate coding practices and escalate complex queries appropriately.

Other Tasks

• The role is flexible and demanding and may be expanded with mutual agreement in accordance with practice and external requirements.
• Any other tasks allocated by managers.
• The postholder will provide cover to members of the administration team during periods of annual leave and sickness.

Person Specification

Qualifications

Essential

• Good general education, including GCSE - or equivalent - in English and Maths.
• Experience working in an administrative or customer-facing role.
• Excellent organisational skills, with the ability to prioritise and manage a varied workload.
• High level of accuracy and attention to detail.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office - Word, Excel, Outlook.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work well under pressure and use initiative.
• Flexible and reliable, with a professional manner.

Desirable

• NVQ/qualification in Business Administration or a related field. Previous experience in a GP practice or NHS healthcare setting. Willingness to undertake further training relevant to the role.
• Experience using clinical systems such as EMIS and Docman.
• Experience with data entry involving patient or client records.

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

Pershore Medical Practice

Address

Queen Elizabeth Drive

Pershore

Worcestershire

WR10 1PX

United Kingdom

Employer's website

https://www.pershoremedicalpractice.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

Key Responsibilities

• Audio and copy typing of medical correspondence, reports, and letters.
• Process GP referrals through the NHS electronic referral system e-RS and other referral pathways.
• Manage incoming and outgoing correspondence, including hospital letters and clinical documents.
• Maintain accurate patient records using the practice clinical system EMIS Web.
• Liaise with hospitals, community services, patients, and other healthcare professionals regarding appointments and referrals.
• Monitor referral tracking and follow up outstanding appointments or results where appropriate.
• Handle telephone and email enquiries professionally and efficiently.
• Scan, file, and accurately code documents into patient records, as required.
• Ensure compliance with NHS policies, GDPR, and practice confidentiality procedures.
• Support the practice team with general administrative duties.
• Participate in practice meetings and mandatory training, as required.
• Contribute to continuous improvement of administrative processes.

Person Specification

Experience

Essential

• Previous secretarial or administrative experience.
• Excellent typing and keyboard skills.
• Strong organisational and time management skills.
• Good written and verbal communication skills.
• Ability to prioritise workload and work under pressure.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office - Word, Outlook, Excel.
• Understanding of confidentiality and data protection requirements.
• Ability to work independently and as part of a team.

Desirable

• Previous experience in a GP practice or NHS healthcare setting.
• Knowledge of medical terminology.
• Experience using EMIS Web.
• Familiarity with NHS e-Referral Service - e-RS.
• Knowledge of NHS primary care procedures.

Working Conditions

Essential

• Office-based within a GP practice.
• Standard working hours, with occasional flexibility required.
• Regular use of computers and telephone systems.
• Frequent interaction with patients and healthcare professionals.

Skills and Competencies

Essential

• Excellent communication and interpersonal skills.
• Professional and courteous manner.
• Strong attention to detail.
• Excellent organisational abilities.
• Ability to maintain confidentiality at all times.
• Problem-solving skills.
• Ability to work accurately under pressure.
• Flexible and adaptable approach to work.

Desirable

• Good knowledge of medical terminology.

Qualifications

Essential

• GCSEs or equivalent, including English and Mathematics.
• Good standard of IT literacy.

Desirable

• Medical Secretarial qualification, e.g. AMSPAR or equivalent.
• Business Administration qualification.
• ECDL or equivalent IT qualification.

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

Pershore Medical Practice

Address

Queen Elizabeth Drive

Pershore

Worcestershire

WR10 1PX

United Kingdom

Employer's website

https://www.pershoremedicalpractice.co.uk/ (Opens in a new tab)