Job summary
Mount Pleasant Health Centre is seeking a qualified and motivated candidate for the role of Administrative Assistant (Summarising & Scanning). This is a fantastic opportunity for individuals who have completed clinical coding and summarising training or for current medical students eager to gain hands-on experience in a healthcare environment. The role is initially offered as a 6-month temporary role with a potential to become permanent, depending on performance and organisational needs. The job holder will be required to work minimum of 25 part-time hours per week, providing flexibility to suit individual schedules.
The successful candidate will play a crucial role in managing medical records, ensuring accuracy and confidentiality while supporting the wider administrative team. We are looking for someone who demonstrates a high level of responsibility, attention to detail, and a commitment to maintaining patient confidentiality at all times.
The ideal candidate will be a proactive team player with excellent communication skills and the ability to work efficiently in a fast-paced environment. If you are looking for a rewarding role in a supportive and collaborative setting, we encourage you to apply and become part of our dedicated team.
Main duties of the job
This role involves the meticulous management and organisation of patient records, ensuring the accurate collation and preparation of both electronic and physical documents for summarisation. The primary responsibility is to review medical records and produce comprehensive summaries of patients' medical histories, while also summarising incoming correspondence and addressing any discrepancies in patient notes. Additionally, the position requires scanning clinical correspondence, promptly entering clinical data into the practices system (SystmOne), and ensuring that all patient-identifiable information is handled and scanned according to established protocols. Maintaining the integrity of patient records is crucial to supporting efficient clinical operations and maintaining data security standards.
About us
Mount Pleasant Health Centre is one of thelargest training practices in Exeter, serving over 17,000 patients in apurpose-built premises. We are a SystmOne Practice. We pride ourselves onbeing a friendly and caring place to work, with an open-door policy and dailyteam meetings where there is no such thing as a stupid question. As aresult, the majority of our GP team is made up of doctors who were oncetrainees at the practice and enjoyed it so much they decided to stay.
Job description
Job responsibilities
Summarising
Accuratelysummarise patient clinical records and enter these summaries into theelectronic patient record in a timely manner, following current guidance andsummarisation protocols.
Inputdata into SystmOne clinical system with precision, ensuring that entriesreflect the patients complete medical history, including vaccinations,allergies, and drug sensitivities, and that all information is correctly coded.
Reviewincoming medical notes thoroughly, producing accurate and concise summaries ofthe patients history, and ensure any new or missing information is added tothe clinical system after cross-checking for accuracy.
Organiseand tidy up the clinical tree by sorting patient data into relevant folders,presenting data in a clear, informative, and concise manner to facilitate quickand accurate access for clinicians.
Proactivelyflag relevant information to the General Practitioner (GP) according toestablished protocols and use clinical knowledge to identify and escalate anyanomalies or discrepancies in patient notes to the appropriate healthcareprovider.
Disposeof any non-essential information within the patient file in compliance withdata protection and record management policies and maintain both electronic andpaper-based medical records in an organised and secure manner.
Sortand prepare patient records and incoming letters for summarisation, ensuringthat all necessary documents are available and complete.
Liaisewith other healthcare providers and institutions to obtain any missing orincomplete information needed to maintain a comprehensive patient record.
Regularlyaudit patient records for completeness and accuracy, identifying and rectifyingany gaps or errors in accordance with practice protocols to support cliniciansin accessing high-quality information efficiently.
Scanning
Diligentlyreview and extract pertinent clinical information from both electronic andphysical clinical letters received from various sources.
Ensurethat all relevant details are accurately captured to maintain the integrity ofpatient records and to support the continuity of care.
Executethe scanning of relevant clinical data from both electronic and paperdocuments, ensuring smooth integration into patient electronic health records.
Adhereto established scanning pathways and protocols.
Verifythe accuracy of all patient-identifiable information before scanning,safeguarding patient confidentiality and compliance with data protectionregulations.
Ensurethat at least two forms of patient identification (, NHS number and date ofbirth) are used when scanning and processing documents to ensure that allrecords are correctly attributed to the appropriate patient.
Accuratelyenter and scan all forms of clinical correspondence, including letters,reports, and test results, into the organisations database.
Ensurethat documents are correctly filed within the appropriate patient record,following all relevant protocols and maintaining the organisation of thedatabase.
Vigilantlycheck all incoming correspondence for indicators of patients with emergencycare plans.
Promptlyalert the relevant healthcare providers to ensure they are aware of any urgentcare directives, enabling them to act accordingly.
Collectincoming mail from the reception team, ensuring that all physical documents arepromptly processed and integrated into the electronic records system.
Prioritisethe handling of urgent or sensitive documents to ensure timely updates topatient records.
Confidentiality
In the course of seekingtreatment, patients entrust us with, or allow us to gather, sensitiveinformation in relation to their health and other matters. They do so inconfidence and have the right to expect that staff will respect their privacyand act appropriately.
In the performance of the dutiesoutlined in this Job Description, the post-holder may have access toconfidential information relating to patients and their carers, practice staffand other healthcare workers. They may also have access to information relatingto the practice as a business organisation. All such information from anysource is to be regarded as strictly confidential.
Information relating to patients,carers, colleagues, other healthcare workers or the business of the practicemay only be divulged to authorised persons in accordance with the practicepolicies and procedures relating to confidentiality and the protection ofpersonal and sensitive data.
Health & Safety
The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the practice Health & Safety Policy, to include:
Usingpersonal security systems within the workplace according to practice guidelines.
Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks.
Makingeffective use of training to update knowledge and skills.
Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazards.
Reportingpotential risks identified.
Equality and Diversity
The post-holder will support theequality, diversity and rights of patients, carers and colleagues, to include:
Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with practice procedures and policies, and currentlegislation.
Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behavingin a manner which is welcoming, non-judgmental.
Personal/Professional Development
The post-holder will participatein any training programme implemented by the practice as part of thisemployment, such training to include:
Completingall mandatory training on eLearning/Bluestream, ensuring that it is always upto date.
Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development.
Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work.
Quality
The post-holder will strive tomaintain quality within the practice, and will:
Alertother team members to issues of quality and risk.
Assessown performance and take accountability for own actions, either directly orunder supervision.
Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance.
Workeffectively with other professionals / teams to meet patients needs.
Effectivelymanage own time, workload and resources.
Person Specification
Experience
Essential
1. Experience in clinical coding and/or summarising
2. Experience of working in a busy office environment
3. Experience of using computers, with good keyboard skills
4. Experience of SystmOne or other clinical systems
Desirable
5. Experience of Primary Care from an operational and administrative perspective
6. Medical Receptionist experience
7. Experience of summarising and read coding in the NHS
Qualifications
Essential
8. GCSE Grade A to C in English and Maths (or equivalent)
9. A sound knowledge of medical terminology / anatomy
10. Completion of specific training around summarising
11. Current medical student
Skills and knowledge
Essential
12. Organisational skills
13. Good record keeping skills
14. Proactive and self-motivated
15. An understanding of confidentiality and data protection
16. Excellent problem-solving skills
17. Attention to detail
Desirable
18. Ability to use own initiative, within given boundaries
Other requirements
Essential
19. Meets DBS reference standards and has a clear criminal record, in line with the law on spent convictions
20. Willingness to work flexible hours when required to meet work demands
21. Champion of equality and valuing diversity
22. Operates at all times in line with Confidentiality and Data Protection Act
Personal Qualities and Attributes
Essential
23. Works effectively, independently, and as a member of a team
24. Ability to remain calm and composed in high pressure situations
25. Excellent inter-personal skills
26. Good administrative and organisational skills, with the ability to prioritise work
27. Ability to deal with personal information sensitively and respect patients right to confidentiality
28. Willing to develop own skills and knowledge
29. Works effectively, independently, and as a member of a team
30. Self-motivated and proactive
31. Good communication skills