Clinical Administrator/Medical Secretary

Clinical Administrator/Medical Secretary We are looking to recruit an enthusiastic andhard-working Clinical Administrator. The role is for at least 25 hours a week but may consider upwards negotiation for the right candidate. It will involve processing referralletters and templates for clinicians, summarising and coding relevantinformation from medical records and incoming hospital letters on to ourcomputer system, scanning, processing of all private work requests frompatients and outside agencies, assisting with recalls and other administration support as required. Youwill need to be well organised, have excellent attention to detail, good ITskills and able to work to deadlines. Experience of EMIS Web would be anadvantage.

Main duties of the job Toprovide secretarial support to management and clinicians,including audiotyping, letters and referrals. To code andsummarise patients' records, private work admin,management of recalls and processing of clinical documents.

You will need to provide cover for membersof the Clinical Administration team during periods of absence.

You will need to be educatedto GCSE level or equivalent, including Maths and English (C or above). RSAStage 3 (or equivalent) typing andexcellent IT skillswould be an advantage.

Experience of working with thegeneral public, experience of administrative duties, excellent communication skills, effective time management, ability to work on your own and as part of a team and ability to maintain confidentiality are essential for this role.

You must show sensitivity and a caring approach towards patients, treat others with respect and dignity, be able to use your own judgement and common sense and be able to work under pressure.

About us We are a long established and innovative GP Practice with a current list size of 5,600 patients and we are located in the World Heritage site of Ironbridge, Telford. The practice is a patient-focused training and teaching practice with a strong ethos of providing excellent care to our patients. We comprise 3 GP Partners, a dedicated nursing team and an experienced reception team.

Job responsibilities RoleDetails

JobTitle:

CLINICAL ADMINISTRATOR

To be negotiated, dependent on experience

At least 25 hours per week, although open to upwards negotiation

The Management Team

Responsiblefor:

The accurate and efficient processing of clinicaldocumentation

PrimaryLocation/ Base:

Ironbridge Medical Practice

Job summary:

To provide general secretarial support to the ManagementTeam and clinicians, including audio typing, letters and referrals . To carryout coding and summarising of patients medical records, private workadministration, management of the recall process and processing of clinicalletters and other clinical documents that come into the practice in accordancewith practice protocols.

Job responsibilities:

Secretarial

• To provide an efficient audio, copy typing and word processingservice for GPs and health professionals as required. This includes thetyping of letters, reports, patient referrals, minutes etc. in an accurateand timely manner
• To assist the Management Team with all clerical and administrativeduties
• To liaise and arrange meetings (to include the booking of rooms)as required and to attend meetings and take minutes
• To establish and maintain filing and administrative systems sothat written or computer information is easily accessible and secure
• To retrieve medical records and assist the completion ofmedical/insurance records and other private work
• To receive incoming and initiate outgoing telephone calls in orderto facilitate timely and appropriate communications with others, takingmessages and dealing with appropriate queries
• To maintain the computer clinical system in an accurate and securemanner
• To assist with the gathering of statistics and information whenrequired
• To assist with communications to patients using the AccuRx textmessaging system
• To receive and dispatch mail and maintain a pending system.
• Scanpatient-related documents onto their medical record using read codes asagreed by the clinical team
• Add anyadditional information about the source of the document
• Follow thepractice protocol regarding workflow actions required
• Ensureincoming letters are scanned onto the patient record within a 24 hourtimescale.

Coding

• Identifyrelevant clinical information contained in patient correspondence
• Code or freetext the clinical information on to the patient record
• Deal withqueries relating to coding.

Medical notes/records summarising

• Culling andsorting patient records and letters in preparation for summarising
• Reviewingmedical records and producing an accurate summary of the patients medicalhistory
• Coding theinformation into the practice clinical system
• Auditing datacollection standards in the practice
• Monitoringprogress of notes summarising against practice targets
• Monitoringpatient call and recall systems
• Filing andretrieving paperwork.

Other

• Support thepractice Research Lead in carrying out administration for any researchprojects
• Manage andimplement the recall system for chronic disease management, workingclosely with the Reception Supervisor and Nursing Team
• Use EMISsearches to support the work of the Practice staff
• Financialadministration support to the Management Team including chasing debtorsand preparation of invoices
• To provide cover for members of the ClinicalAdministration team during periods of sickness and annual leave.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, orallow us to gather, sensitive information in relation to their health andother matters. They do so inconfidence and have the right to expect that staff will respect theirprivacy and act appropriately
• In the performance of the duties outlined in this job description,the post-holder may have access to confidential information relating topatients and their carers, practice staff and other healthcareworkers. They may also have access toinformation relating to the practice as a business organisation. Allsuch information from any source is to be regarded as strictlyconfidential
• Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the practice may only be divulged toauthorised persons in accordance with the practice policies and proceduresrelating to confidentiality and the protection of personal and sensitivedata

Health & safety:

The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thepractice Health & Safety policy, the practice Health & Safety manual,and the practice Infection Control policy and published procedures. This willinclude:

• Using personal security systems within the workplace according topractice guidelines
• Identifying the risks involved in work activities and undertakingsuch activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining workareas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infectionhazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean,assisting in the maintenance of general standards of cleanlinessconsistent with the scope of the job holders role
• Undertaking periodic infection control training (minimum annually)
• Demonstrate due regard for safeguarding and promoting the welfareof children.

Equality and diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

• Acting in a way that recognises the importance of peoples rights,interpreting them in a way that is consistent with practice procedures andpolicies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients,carers and colleagues
• Behaving in a manner that is welcoming to and of the individual,is non-judgmental and respects their circumstances, feelings prioritiesand rights.

The post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, such trainingto include:

• Participation in an annual individual performance review,including taking responsibility for maintaining a record of own personaland/or professional development
• Taking responsibility for own development, learning andperformance and demonstrating skills and activities to others who areundertaking similar work.

Quality:

The post-holder will strive to maintain qualitywithin the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions,either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on ownand team activities and making suggestions on ways to improve and enhancethe teams performance
• Work effectively with individuals in other agencies to meetpatients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effectivecommunication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
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