Support Team Assistant

1 week ago

St Ives, Cornwall, United Kingdom Grove Medical Practice Full time

About the Role

We are seeking a highly organized and detail-oriented Support Team Member to join our team at Grove Medical Practice. As a key member of our Support Team, you will play a vital role in ensuring the smooth operation of our practice by providing administrative support to our healthcare professionals.

Key Responsibilities

Maintain and oversee the practice generic email box, ensuring that all incoming emails are actioned or distributed accordingly.

Provide effective and timely scanning service – uploading and recording patient data on to the Practice clinical system including identification and coding of new problems, diagnoses and treatments from outpatient, community and discharge letters/reports received by the practice.

Adhere to the practice protocol for the processing of incoming discharge, outpatient clinic and other provider (WCF/OOH/111 etc) letters. Ensure that letters are processed in an accurate and timely manner.

Provide an effective coding service to ensure that clinical records are kept up to date and that full data is extracted and recorded in a timely manner to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG clinical priorities and any other ad-hoc or in-house Practice coding requirements.

Action workload in the "for coding" task box.

Manage workflow and allocate documents to GPs as appropriate.

Maintain the Dispensary Delivery Service register and send accepted application forms to the Practice Pharmacy Technician for medication alignment.

To provide admin support to all patient recall processes. This could include send bulk letters and/or text messages to involute patients for reviews, clinics or other procedures.

Summarise new patient notes in an accurate and timely manner to ensure practice clinical records are kept up to date and that full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG and LCG clinical priorities and any other ad-hoc or in-house coding requirements. Highlight any data issues or concerns with the Data & Systems Manager.

Check new GP2GP registrations to ensure that received patient data has been coded in an appropriate way.

Process incoming bulk data submissions to ensure that patient records are updated in an accurate and timely manner.

Process incoming national screening campaign results and information and ensure that the data is coded and recorded as appropriate on the patient's record (for example, national bowel and breast screening campaigns). Maintain and complete the annual diabetic retinopathy screening register validation.

Provide admin support to any audit processes as requested.

Process incoming childhood immunisation data and arrange appointments and recalls in accordance with the current programme. Work alongside the Lead Nurse to ensure a high uptake and flag any patients for concern to the appropriate GP/Safeguarding Lead.

Process all patient deductions and arrangement the return of notes to the Health Authority.

Process incoming patient death notifications, advise the team and arrange the return of notes to the Health Authority as appropriate.

Process patient and/or third party requests for copies of medical records, ensuring that appropriate consent and authority as provided. Liaise with the Data & Systems Manager to resolve any queries or concerns notes requests.

Maintain and promote the Practice Carers register including updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register and providing details of the GP Carers Prescription service.

Action and complete all Patient Data requests received by email, manual note or S1 task – including contacting the patient where appropriate or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care.

Person Specification

Qualifications

Essential

  • IT literate, including experience in using Word and Excel at an advanced level.
  • Experience in using practice clinical software
  • Previous experience in an analytical role.
  • Experience of working a complex, fast paced environment with high levels of regulation and compliance.
  • Familiarity with a variety of Windows-based software and Windows / network environment.
  • Experience of complex administration and record keeping in an office environment.
  • Ability to understand and learn new software and administrative procedures.
  • Familiar with email and the internet
  • Ability to analyse and interpret information

Desirable

  • Experience in primary care/NHS/caring profession
  • Formal qualification in IT (CLAIT, ECDL).
  • Experience of dealing with members of the public.
  • Understanding of key data protection legislation.

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