Job summary We are looking to recruit a Medical Administrator to join our friendly and supportive administration team in a busy doctors surgery in Calne, Wiltshire. Minimum of 3 years experience in a Healthcare Setting The post is ideally suited to someone who has exceptional organisational and prioritising skills, combined with a high attention to detail. The role requires excellent IT skills, literacy skills and numeracy skills. Meticulous worker with an eye for detail. Full time and Part time hours considered for the right candidate Main duties of the job You will be summarising patient records, coding clinical letters, maintaining the appointments system, running the chronic disease recall system. About us Team Northlands is a growing, busy, friendly and supportive training practice in the heart of beautiful Wiltshire, for more information about us and our services, please go to www.northlands-surgery.co.uk GMS practice with 13,700 patients Good CQC rating SystmOne / Ardens High QOF achievement Experienced clinical team Excellent admin support Actively involved in our ICB and PCN Thriving Patient Participation Group Large, purpose-built, practice -owned premises Independent pharmacy attached This job make close earlier than the closing date if a lot of applications are recevied. Date posted 06 November 2024 Pay scheme Other Salary £12.50 an hour Contract Permanent Working pattern Full-time, Part-time, Flexible working Reference number A4487-24-0007 Job locations Northlands Surgery North Street Calne Wiltshire SN11 0HH Job description Job responsibilities Main duties/key tasks Coding: Identify relevant clinical information contained in patient correspondence. Code or free text the clinical information on to the patient record. Deal with queries relating to coding. Summarising: Culling and sorting patient records and letters in preparation for summarising. Reviewing medical records and producing an accurate summary of the patients medical history. Read coding the information into the practice clinical system. Auditing data collection standards in the practice. Monitoring progress of notes summarising against practice targets. Monitoring patient call and recall systems. Filing and retrieving paperwork. Recall management: Maintain and adapt the chronic disease recall programme to ensure patients are recalled in a timely, efficient way, ensuring an even spread of workload as much as possible. Coordinate the register maintenance and/or recall of other non-QoF clinical registers e.g. PSA monitoring, coil insertion etc. Liaise with colleagues with QOF responsibilities to track progress and identify trends or areas of concern which might cause performance targets to be missed and report to the Practice Manager/Partners. Liaise with clinical and administrative colleagues as appropriate to ensure templates, searches, protocols and any other clinical IT appropriate tools are implemented, maintained, fit for purpose and updated in a timely manner. Management of Practice Appointments and Doctors Diaries: Have full understanding of the practices appointment system. Forward plan clinicians rota in advance, according to current practice rules, closely aligning clinicians capacity to predicted demand & maintaining fairness across the partnership. This will include duty doctor rotation, care home cover, enhanced hours and tutorials. Co-ordinate clinical room availability/occupancy to determine working onsite/from home rotations & ensuring these accurately align with all additional services specified above. Liaise with holiday monitor partner to review capacity issues. Maintenance of holiday rota/calendar arrangements. Monitor appointment availability on a day-to-day, weekly & monthly basis. General Administrative duties Administrative support for immunisation clinics. The Administrator, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or suspend current duties which are reasonable to maintain service delivery to patients. Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Job description Job responsibilities Main duties/key tasks Coding: Identify relevant clinical information contained in patient correspondence. Code or free text the clinical information on to the patient record. Deal with queries relating to coding. Summarising: Culling and sorting patient records and letters in preparation for summarising. Reviewing medical records and producing an accurate summary of the patients medical history. Read coding the information into the practice clinical system. Auditing data collection standards in the practice. Monitoring progress of notes summarising against practice targets. Monitoring patient call and recall systems. Filing and retrieving paperwork. Recall management: Maintain and adapt the chronic disease recall programme to ensure patients are recalled in a timely, efficient way, ensuring an even spread of workload as much as possible. Coordinate the register maintenance and/or recall of other non-QoF clinical registers e.g. PSA monitoring, coil insertion etc. Liaise with colleagues with QOF responsibilities to track progress and identify trends or areas of concern which might cause performance targets to be missed and report to the Practice Manager/Partners. Liaise with clinical and administrative colleagues as appropriate to ensure templates, searches, protocols and any other clinical IT appropriate tools are implemented, maintained, fit for purpose and updated in a timely manner. Management of Practice Appointments and Doctors Diaries: Have full understanding of the practices appointment system. Forward plan clinicians rota in advance, according to current practice rules, closely aligning clinicians capacity to predicted demand & maintaining fairness across the partnership. This will include duty doctor rotation, care home cover, enhanced hours and tutorials. Co-ordinate clinical room availability/occupancy to determine working onsite/from home rotations & ensuring these accurately align with all additional services specified above. Liaise with holiday monitor partner to review capacity issues. Maintenance of holiday rota/calendar arrangements. Monitor appointment availability on a day-to-day, weekly & monthly basis. General Administrative duties Administrative support for immunisation clinics. The Administrator, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or suspend current duties which are reasonable to maintain service delivery to patients. Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Person Specification Skills & Abilities Essential Excellent organisational and time management skills; Ability to work autonomously and initiate/self-manage own workload; Co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate; Has a strong degree of personal integrity; able to adhere to standards of conduct based on a sense of right and wrong and be dependable and reliable. Disposition/ Attitude/ Motivation Essential Positive attitude to dealing with change; flexible and adaptable; Highly motivated and reliable. Experience Essential Minimum of 3 years experience in a Healthcare Setting. Desirable Experience in Clinical Coding; Good understanding of Primary Care; Experience using SystmOne; Experience in using Word; Experience in using Excel; Comprehensive Knowledge of QOF. Qualifications Essential GCSE grade A to C in English and Maths. Desirable Medical qualification; RSA Stage 111 Word processing or equivalent. Person Specification Skills & Abilities Essential Excellent organisational and time management skills; Ability to work autonomously and initiate/self-manage own workload; Co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate; Has a strong degree of personal integrity; able to adhere to standards of conduct based on a sense of right and wrong and be dependable and reliable. Disposition/ Attitude/ Motivation Essential Positive attitude to dealing with change; flexible and adaptable; Highly motivated and reliable. Experience Essential Minimum of 3 years experience in a Healthcare Setting. Desirable Experience in Clinical Coding; Good understanding of Primary Care; Experience using SystmOne; Experience in using Word; Experience in using Excel; Comprehensive Knowledge of QOF. Qualifications Essential GCSE grade A to C in English and Maths. Desirable Medical qualification; RSA Stage 111 Word processing or equivalent. 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 Northlands Surgery Address Northlands Surgery North Street Calne Wiltshire SN11 0HH Employer's website https://www.northlands-surgery.co.uk/ (Opens in a new tab)