Administrative Assistant

2 months ago

Exeter, Devon, United Kingdom Mount Pleasant Health Centre Full time

Job Summary

Mount Pleasant Health Centre is seeking a highly motivated and organized individual to join our clinical team as an Administrative Assistant - Clinical Support. This is a fantastic opportunity for individuals who have completed clinical coding and summarizing training or for current medical students eager to gain hands-on experience in a healthcare environment.

Main Responsibilities

The successful candidate will play a crucial role in managing medical records, ensuring accuracy and confidentiality while supporting the wider administrative team. Key responsibilities include:

  • Accurately summarizing patient clinical records and entering these summaries into the electronic patient record in a timely manner, following current guidance and summarization protocols.
  • Inputting data into SystmOne clinical system with precision, ensuring that entries reflect the patient's complete medical history, including vaccinations, allergies, and drug sensitivities, and that all information is correctly coded.
  • Reviewing incoming medical notes thoroughly, producing accurate and concise summaries of the patient's history, and ensuring any new or missing information is added to the clinical system after cross-checking for accuracy.
  • Organizing and tidying up the clinical tree by sorting patient data into relevant folders, presenting data in a clear, informative, and concise manner to facilitate quick and accurate access for clinicians.
  • Proactively flagging relevant information to the General Practitioner (GP) according to established protocols and using clinical knowledge to identify and escalate any anomalies or discrepancies in patient notes to the appropriate healthcare provider.
  • Disposing of any non-essential information within the patient file in compliance with data protection and record management policies and maintaining both electronic and paper-based medical records in an organized and secure manner.
  • Sorting and preparing patient records and incoming letters for summarization, ensuring that all necessary documents are available and complete.
  • Liaising with other healthcare providers and institutions to obtain any missing or incomplete information needed to maintain a comprehensive patient record.
  • Regularly auditing patient records for completeness and accuracy, identifying and rectifying any gaps or errors in accordance with practice protocols to support clinicians in accessing high-quality information efficiently.

Scanning and Data Entry

The successful candidate will also be responsible for:

  • Diligently reviewing and extracting pertinent clinical information from both electronic and physical clinical letters received from various sources.
  • Ensuring that all relevant details are accurately captured to maintain the integrity of patient records and to support the continuity of care.
  • Executing the scanning of relevant clinical data from both electronic and paper documents, ensuring smooth integration into patient electronic health records.
  • Adhering to established scanning pathways and protocols.
  • Verifying the accuracy of all patient-identifiable information before scanning, safeguarding patient confidentiality and compliance with data protection regulations.
  • Ensuring that at least two forms of patient identification (e.g., NHS number and date of birth) are used when scanning and processing documents to ensure that all records are correctly attributed to the appropriate patient.
  • Accurately entering and scanning all forms of clinical correspondence, including letters, reports, and test results, into the organization's database.
  • Ensuring that documents are correctly filed within the appropriate patient record, following all relevant protocols and maintaining the organization of the database.
  • Vigilantly checking all incoming correspondence for indicators of patients with emergency care plans.
  • Promptly alerting the relevant healthcare providers to ensure they are aware of any urgent care directives, enabling them to act accordingly.
  • Collecting incoming mail from the reception team, ensuring that all physical documents are promptly processed and integrated into the electronic records system.
  • Prioritizing the handling of urgent or sensitive documents to ensure timely updates to patient records.

Confidentiality and Data Protection

The post-holder will be expected to maintain confidentiality and adhere to data protection regulations at all times, ensuring that sensitive information is handled and stored securely.

Health and Safety

The post-holder will be expected to promote and maintain their own and others' health, safety, and security as defined in the practice Health and Safety Policy.

Equality and Diversity

The post-holder will be expected to support the equality, diversity, and rights of patients, carers, and colleagues, promoting a welcoming and inclusive environment.

Personal and Professional Development

The post-holder will be expected to participate in any training programme implemented by the practice as part of this employment, including completing all mandatory training on eLearning/Bluestream and maintaining a record of own personal and/or professional development.

Quality

The post-holder will be expected to strive to maintain quality within the practice, alerting other team members to issues of quality and risk, assessing own performance, and contributing to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.

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