We have a fantastic opportunity for an enthusiastic, well-organised and self-motivated individual to join Cumbria Health, supporting our six Cumbria Health GP Practices.
We are looking for an experienced administrator with secretarial skills. The ideal candidate must be adaptable, have an excellent attention to detail, possess good IT skills and work effectively under pressure. You must also work well as part of a team and enjoy working with the public. Exceptional communication skills and a commitment to further training and development are also essential.
Previous experience of working in a GP Practice or in a similar role is preferred, though not essential.
This role is 22.5 hours per week, over 3 days, which must include Wednesdays, based at our Cumbria Health headquarters in Carlisle, or in one of six GP Practices at either Alston, Ambleside, Glenridding, Hawkshead, Kirkby Stephen, Millom or Windermere.
Closing Date: 18 SEPTEMBER 2024
Main duties of the job
The post holder will be part of the Administration and Coding Hub supporting the Cumbria Health practices. The post holder will be responsible for a variety of administration duties including data input, recall, scanning/work flowing and coding of clinical correspondence. The post holder will scan and code all incoming discharge letters and any patient-related incoming post into the patient's medical record and workflow to the GP. The post holder will also be required to process patient referrals using the electronic referral service (ERS) to support Cumbria Health practices when they are short-staffed in their secretarial teams.
Job responsibilities
This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here.
* Culling and sorting patient records and letters in preparation for summarising.
* Reviewing medical records and producing an accurate summary of the patient's medical history.
* Using SNOMED coding within EMIS to record the information from patient paper medical records, or via GP2GP, into the practice clinical system.
* Auditing data collection standards in the practice.
* File patient records and correspondence in patient medical records.
* Ensure correspondence, reports, results etc. are filed in correct records.
* To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
* To retrieve medical records and assist the completion of medical/insurance records and invoicing accordingly.
* Dealing with online enquiries and CH out-of-hours reports to ensure they are directed to the appropriate department within the required timeframe.
* Coding incoming mail to ensure problems are coded properly and information is available to support continuity of care.
* Ensuring actions from incoming mail are identified and tasked to the relevant person in each practice.
* Picking up on items to be coded to secure any quality initiative payments for the practice.
* To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
* Dealing with private work associated with firearms licences, medical letters, HGV licences etc.
* Facilitation of SAR processing.
* Assisting with medical records tasks sent by the wider practice team.
* Helping to process and direct online patient requests received via Digital assessment service (DAS).
* Answering patient queries received via the practice website submission form.
* To maintain the computer clinic system in an accurate and secure manner.
* To assist with the gathering of statistics and information when required.
* Providing support to the other members of the ACT Hub.
* Identifying where practices need their work prioritised.
* Using the NHS E-Referral service to process patient referrals including Fast Track/2WW referrals.
* Processing other referrals outside the e-Referral service.
* Liaising with ICC Hub and Hospitals regarding patient care.
* Monitoring and updating fast track referrals spreadsheet.
* Monitoring and managing E-Referral worklist.
* Advice and guidance processing and support.
* Assisting and advising the GPs on referral services.
* Using ICE/Open-Net ICE (NCL)/Indigo to access patient results where needed for GPs/Nurses or as required for referral management.
* Undertake any other additional duties appropriate to the post as required.
Person Specification
Knowledge
* NHS e-referral system
* Experience of dealing with the public
* Excellent administrative and organisational skills
* Knowledge of medical terminology
* Experience of medical records coding
* Experience of using NHS computer systems
Skills and Aptitudes
* Computer literate with excellent keyboard skills
* Working knowledge of Microsoft Office Applications
* Attention to accuracy and detail on a consistent basis
* Good communication skills, both written and verbal
* Communicating with a range of different people & colleagues in a courteous and professional manner
* Able to work well as part of a team
* Able to use and work on your own initiative
* Ability to work in a fast-paced, ever-changing environment
* Good organisational skills
* Effective administrative and secretarial skills
* Ability to prioritise workload
* Ability to work under pressure and at speed
* Enthusiastic & committed to personal development
* Understanding of and commitment to health & safety in the workplace
* Knowledge of safeguarding procedures
* Knowledge of the healthcare sector
Personal Circumstances
* Ability to remain calm and courteous under pressure
* Self-motivated and capable of working unsupervised
* Keen to learn and develop new skills
* Caring, approachable and sociable
* High level of organisational and time management skills
Other Requirements
* Clean driving licence and access to a vehicle.
Qualifications
* GCSE English Language and Mathematics, Grade C or above, or equivalent
* A Level or equivalent experience
* RSA II or equivalent in typing or word processing
* Medical Terminology.
* National Clinical Coding 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.
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