Data Quality and Medical Secretary
Job Description
Job summary
ABOUT THE ROLE
The post-holder will work within a team environment to ensure that all patient records are maintained and accurate. The post-holder will download and scan incoming mail on to our clinical system ensuring all clinical coding is correct and ensure that our management of patient paper records in and out of the practice is accurately recorded and up to date at all times. We are looking for someone who is enthusiastic about providing high quality care and data quality administration support at Whyburn Medical Practice.
Main duties of the job
KEY RESPONSIBILITIES
- Receive incoming patient records and summarise these on to our clinical system ensuring all clinical coding is correct.
- Reviewing medical records to produce a comprehensive summary of patients medical history
- Support management with incoming complaints logging on the system, Datix and supporting in investigation and meetings
- To work with the Practice Manager and Deputy Practice Manager on auditing data collection to ensure practice standards are met.
- Duties may vary under the direction of the Practice Manager and Deputy Practice Manager depending on workload and staffing levels.
- Good standard of general education
- Experience of customer service
- Good communication skills (Written and Oral)
- Planning and organising
About us
PICS is the employer for this role. We collaborate with patients and partners to design and deliver clinically robust health and social care solution through Community Services, Out of Hospital Services, GP Practices, and Primary Care Networks. Find out more about us: http://picsnhs.org.uk/.
Benefits of working for PICS
We offer a comprehensive package which includes:
NHS Pension 2015 Scheme (subject to eligibility)
- Alternative government-based scheme (subject to eligibility)
- Generous annual leave entitlement which references NHS Agenda for Change and recognises previous NHS service, starting 35 days pro rata (inc bank holidays)
- Competitive leave entitlement that includes maternity, paternity and adoption leave, study leave allowance, and sickness provisions
- Access to education and training opportunities, depending on your role (CPPE Pharmacy, NHS England Roadmap for First Contact Practitioners, apprenticeship schemes, support professional development)
- Working in a multi-disciplinary team with support from a wide variety of professionals
- A flexible approach to a work-life balance
- Cycle to work scheme (subject to eligibility)
- Access to Blue Light Card scheme
- All staff events and conferences
- Staff engagement (Wellbeing Group, EDI Network, Staff Focus group)
- Free parking across many sites
- Personalised induction into the company and job role
Job responsibilities
KEY RESPONSIBILITIES
- To work within a team environment to ensure that all patient records are maintained and accurate.
- To download and scan incoming mail on to clinical system and code on to patient records
- Receive incoming patient records and summarise these on to our clinical system ensuring all clinical coding is correct.
- Reviewing medical records to produce a comprehensive summary of patients medical history
- Manage patient long term condition recalls including cytology, baby imms etc
- Ensuring that our management of patient paper records in and out of the practice is accurately recorded and up to date at all times.
- Input data into the patients healthcare records as necessary
- Action GP2GP transfers
- Processing Online access requests
- Support management with incoming complaints logging on the system, Datix and supporting in investigation and meetings
- Manage administrative queries as necessary
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Maintain an accurate referrals database
- Process referrals using the electronic referral system (ERS) (F12)
- Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms
- Support all clinical staff with general administrative tasks as requested
- To provide an efficient comprehensive secretarial service and co-ordinate the doctors appropriately to meet the needs of the service and Doctors.
- Manage practice emails in relation to patient records, referrals and requests
- To work with the Practice Manager on auditing data collection to ensure practice standards are met.
- Ensure general upkeep of paper files, repairing when necessary
- To deal with all enquiries tactfully and with due consideration of patient privacy
- Participating in educational and learning activities arranged from time to time
- Supporting practice policies and protocols, including health and safety and infection control
- Supporting a drive to greater automation and use of technology
- To provide support on reception when short-staffed if necessary
- Duties may vary under the direction of the Practice Manager depending on workload and staffing levels.
- Minuting of meetings
- Strive to maintain quality within the practice.
- Assess your own performance and take accountability for your own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on your own and your teams activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet patient needs.
- Effectively manage your own time, workload and resources.
- Communicate effectively with other team member.
- Communicate effectively with other office members and clinician at all levels.
- Communicate effectively with patients and carers.
- Recognise patients needs for alternative methods of communication and respond accordingly.
- Apply practice policies, standards and guidance.
- Discuss with other members of the team/office how the policies, standards and guidelines will affect your own work.
- Attend regular team meetings.
Person Specification
Qualifications
Essential
- Please provide details of your CPD, using examples where necessary.
Knowledge and skills
Essential
- Please provide detailed information of how you feel that your knowledge and skills are suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.
Experience
Essential
- Please provide detailed information of how you feel that your experience is suitable for this role; please provide examples to support your application referring to the job description and person specification for guidance.
Personal Qualities
Essential
- Please provide details for why you would be a great fit for this role and why you have decided to apply.
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
Primary Integrated Community Services
Address
Whyburn Medical Practice
Curtis Street
Hucknall
Nottinghamshire
NG15 7JE
