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Document Management Assistant

2 months ago

Crawley, West Sussex, United Kingdom Judges Close Surgery- Modality Mid Sussex Full time
Job Overview

Modality Partnership Mid Sussex Division is seeking a skilled Document Management Administrator to join our team at Crawley Down Health Centre. As a key member of our division, you will play a vital role in ensuring the accurate and timely processing of clinical correspondence, while upholding our CARE values: Commitment, Accountability, Respect, and Excellence.

This role is ideal for individuals who enjoy data input, coding, and filtering correspondence to maximize patient care. You will need to possess excellent attention to detail, good IT skills, and the ability to prioritize workloads effectively while maintaining a high standard of document management.

Main Duties and Responsibilities
  • Transfer relevant data from clinical correspondence and input into electronic patient records.
  • Workflow all correspondence according to the Division's protocol using the workflow software and take appropriate action.
  • Filing and retrieving paperwork.
  • File copies of discharge summaries electronically.
  • Record all allergies and sensitivities.
  • Code and 'link' each 'problem' appropriately as per the practice summarizing protocol.
  • Handle telephone queries and redirect as necessary.
  • Identify and refer any clinical actions to the GP.
  • Process medication changes where necessary, referring to the GP as required.
  • Process and deal with Safeguarding documentation.
  • Ensure the security of data at all times.
  • You will need to have good communication skills, both written and verbal, be organized, methodical, and able to work quickly and accurately.
  • To undertake any other duties commensurate with the scope of the role and within your skill set as requested.
  • Summarize new patient records that come into the practice, both paper and electronic.
  • Coding and processing of degraded entries and GP2GP.
Person Specification

To be successful in this role, you will need to possess the following qualifications and experience:

  • Knowledge of customer service principles and practices.
  • Medical terminology.
  • Reception protocols.
  • Telephone call management, including taking, parking, and transferring calls.
  • MS Word, Outlook, Excel, and other relevant software packages.
  • Knowledge of or experience within the NHS/General Practice.
  • Previous call-handling experience.
  • Clinical coding/Summarizing.
Skills and Personal Qualities
  • Customer service orientation.
  • Excellent listening, communication, and interpersonal skills.
  • Problem-analysis and problem-solving.
  • Accurate typing and word processing skills.
  • Administrative and organizational skills.
  • Ability to follow policies, practices, and protocols.
  • Stress tolerance.
  • Ability to handle patients who may be angry, upset, or distressed.
  • Computer-literate and adaptable in using different software.
Benefits
  • Company pension.
  • Cycle to work scheme.
  • Health and wellbeing programme.