Medical Records and Office Clerk
6 months ago
**Job Title**:Medical Records and Office Clerk
**Reports to**: Lynn Davies
**Location**:Southport
**Salary**: £12,000 pro rata + bonus structure + company pension (Full Time Salary - £24,000 pa)
**Hours**:20 hours per week, Monday-Friday (4 hours per day)
**Main Purpose of the job**:
This role is split between working with the Medical Records team and supporting the Unite Professionals team with office / general administration. This role will entail working with Medical Records team to support our national team of Case Manager’s in the sourcing and sharing of NHS medical notes with relevant and appropriate stakeholders. The role is mainly administrative but also requires excellent telephone skills in liaising with the NHS Trusts (include GP’s surgeries) and our clients in the sourcing of medical notes and records, as well as supporting the Unite admin team.
**Key Responsibilities**:
**Office Clerk**
- Weekly online food shopping for the Southport office
- Hotel bookings for any employed staff as required, record all bookings and ensure receipts are sent to finance
- Training / Webinar bookings
- Conference bookings
- Travel bookings for any employed staff as required ie train tickets, parking bookings
- Ecards for ‘special’ occasions - organise the distribution of Ecards for employed staff when appropriate
- Organise the ordering of gifts to staff when required ie flowers for special occasion
- Any other office duties, as deemed appropriate
- To maintain correct procedures and auditing of payments via our disbursements credit card ie OTP’s (One Time Password)
**Medical Records**
- Work with Medical Records to priorities workload and activities.
- Ensuring clients medical consent forms are obtained in line with GDPR regulations
- Updating client consent forms to our database and ensuring these are kept updated in line with GDPR regulations
- Requesting clinical and medical records from the clients GP or attending hospitals
- Scanning, saving and recording clinical and medical records to our systems and updating our database
- Liaising with our national team of Case Managers on clinical and medical record requests
- Releasing clinical and medical records to the case manager and appropriate internal and external parties
- Maintaining and managing relationships, with GP’s, hospitals and other NHS pathway organisations
- Updating the database, with known client medical appointments and informing relevant internal and external parties
- Prioritising clinical and medical records, for our INA’s (Immediate Needs Assessment) reports
- Editing and the sending of case manager letters to the clients GP and attending hospitals and obtaining an appropriate response
- Liaising with the case managers and the rehabilitation coordinators on required clinical and medical records
- Liaising with clients sensitively via the telephone with regard to medical consent forms and clarifying medical appointment information
- Updating the database with named GP, Consultants and other NHS pathway organisations.
- Filing or scanning of office correspondence, in line with GDPR regulations
- Liaising with the medical records clerks on items to be processed and to complete a handover in advance of their working pattern, as per the process
- To liaise with the rehabilitation coordinators, to ensure purchase orders are raised for clinical notes
**Post**
- Opening all post and distributing around the business
**Answering Main Line Number**
- To answer and transfer client calls, to appropriate internal staff on our main line number
**Office Stationery (printer and general stores only)**
- To order any toners and equipment for printers
- To manage the stationary stores and order relevant items as required
**Key relationships**
- Medical Records
- New Business Team
- Compliance Officer
- Operations and Clinical Team
- Rehabilitation Coordinators
- Finance Team
- Clients
- GP’s and NHS stakeholders
**Person Specification**
**Essential**
- Ability to work in total collaboration with all UPL staff
- To be thorough and pay attention to detail
- The ability to work well with others
- Administration skills
- The ability to use your initiative
- To be flexible and open to change
- Strong organisational skills
- Accurate and methodical
- Willing to follow instructions and procedures
- Able to work with all types of people
- Confident using the phone and in writing
- To be able to use Microsoft 365 & Outlook as well as knowledge of data inputting
**Desirable**
- Previous experience within a Medical Records / Health environment
- Knowledge and understanding of rehabilitation case management
**Job Types**: Part-time, Permanent
**Salary**: From £12,000.00 per year
Expected hours: 20 per week
**Benefits**:
- Company pension
- Discounted or free food
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Schedule:
- Monday to Friday
Supplemental pay types:
- Performance bonus
**Experience**:
- Cust
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