Administrative Support Specialist

2 weeks ago

Carlisle, Cumbria, United Kingdom Cumbria Health Full time
About the Role

Cumbria Health is seeking a highly organized and detail-oriented individual to join our team as an Administrative Support Specialist. This role will be part of our Administration and Coding Hub, supporting our GP practices across Cumbria.

Key Responsibilities
  • Provide administrative support to our GP practices, including data input, recall, scanning, and coding of clinical correspondence.
  • Scan and code all incoming discharge letters and patient-related mail into the patient's medical record and workflow.
  • Process patient referrals using the electronic referral service (ERS) to support our GP practices when they are short-staffed in their secretarial teams.
  • Assist with medical records tasks, including culling and sorting patient records, reviewing medical records, and producing accurate summaries of patient medical histories.
  • Use SNOMED coding within EMIS to record information from patient paper medical records or via GP2GP into the practice clinical system.
  • Audit data collection standards in the practice and ensure correspondence, reports, and results are filed in the correct records.
  • Establish and maintain filing and administrative systems to ensure written or computer information is easily accessible and secure.
  • Retrieve medical records and assist with the completion of medical/insurance records and invoicing.
  • Deal 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.
  • Ensure actions from incoming mail are identified and tasked to the relevant person in each practice.
  • Pick up on items to be coded to secure any quality initiative payments for the practice.
  • Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others.
  • Deal with private work associated with firearms licenses, medical letters, HGV licenses, etc.
  • Facilitate SAR processing.
  • Assist with medical records tasks sent by the wider practice team.
  • Help process and direct online patient requests received via the Digital Assessment Service (DAS).
  • Answer patient queries received via the practice website submission form.
  • Maintain the computer clinic system in an accurate and secure manner.
  • Assist with the gathering of statistics and information when required.
  • Provide support to other members of the ACT Hub.
  • Identify where practices need their work prioritized.
  • Use the NHS E-Referral service to process patient referrals, including Fast Track/2WW referrals.
  • Process other referrals outside the e-Referral service.
  • Liaise with the ICC Hub and Hospitals regarding patient care.
  • Monitor and update fast track referrals spreadsheets.
  • Monitor and manage E-Referral worklists.
  • Provide advice and guidance processing and support.
  • Assist and advise GPs on referral services.
  • Use ICE/Open-Net ICE (NCL)/Indigo to access patient results where needed for GPs/Nurses or as required for referral management.
Requirements
  • NHS e-referral system experience.
  • Excellent customer service skills.
  • Experience of dealing with the public.
  • Excellent administrative and organizational skills.
  • GCSE English Language and Mathematics, Grade C or above, or equivalent.
  • A Level or equivalent experience.
  • Clean driving license and access to a vehicle.

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