Medical Records Administrator And Document Co-Ordinator

Job summary Kingswinford Medical Practice isseeking to recruit a detail-oriented and efficient medical recordsadministrator and document Coordinator to join our Document Flow team.The practice uses an enhancedworkflow program that allows Medical Records Administrators to efficiently codeand manage up to 80% of clinical correspondence.
This system aims to improvethe consistency and accuracy of clinical records, resulting in higher-qualitydata management and streamlined processes.
In this role, the post-holderwill provide essential administrative support to the Practice Management Teamand healthcare professionals, focusing on the management and coordination ofmedical records.
The role will focus on balancingan approximate 75:25 split between referral work and coding tasks, ensuring aneffective distribution of responsibilities.The successful candidate willpossess excellent communication, computer, and interpersonal skills, with akeen eye for detail and the ability to work efficiently under pressure and aspart of a collaborative team.Previous experience in medicalrecord administration or document management is essential.
Familiarity with primarycare, coding procedures and medical terminology is also required.
Main duties of the job The key responsibilities of the role include typing letters, referral forms, and reports, processing referrals via the electronic referral system (ERS), preparing copies of patient records for Subject Access Requests (SARs) using the iGPR system, assisting with handling online access to medical record requests and summarising new patient records.Additional duties involve scanning,allocating, and coding clinical correspondence to update patient records inaccordance with practice protocols.
About us Kingswinford Medical Practice is a partnership of five General Practitioners.
It is a well established surgery and, because of its geographical location, serves the communities of Kingswinford, Wall Heath, Pensnett, Brierley Hill, Wordsley and the nearby villages of Swindon and Hinksford.Our staff are an enthusiastic team of professionals who aim to provide the best service possible for all our patients.
The practice prides itself in encouraging a positive attitude towards good health and will always try to be flexible and accommodating to patients' needs.We are a friendly team of 30 who serve 8400 patients.
We are an active participant in the Kingswinford and Wordsley PCN and also host a range of additional healthcare professionals including a paramedic practitioner, pharmacists, first contact physiotherapists, an Occupational Therapist, Nurse Associates and a Health and Wellbeing Coach.
Job description Job responsibilities Job SummaryThe practice uses an enhancedworkflow program that allows Medical Records Administrators to efficiently codeand manage up to 80% of clinical correspondence.
This system aims to improvethe consistency and accuracy of clinical records, resulting in higher-qualitydata management and streamlined processes.
In this role, the post-holderwill provide essential administrative support to the Practice Management Teamand healthcare professionals, focusing on the management and coordination ofmedical records.
The role will focus on balancingan approximate 75:25 split between referral work and coding tasks, ensuring aneffective distribution of responsibilities.The position involves typingvarious documents, including letters, referral forms, reports, and othernecessary paperwork, while ensuring all tasks are completed in compliance withpractice protocols.Further duties include handlingrequests for copies of medical records and facilitating online access topatients' records, contributing to improved patient care and administrativeefficiency.
Additionally, the role requires scanningand coding relevant patient information from clinical correspondence and otherdocumentation into patient records using Emis Web and Docman systems.
The medical records administratorand document coordinator will also be responsible for processing referralsthrough the Electronic Referral System (ERS) and maintaining an accuratereferral database.
Operational responsibilitiesThe medical records administrator and document coordinator will beresponsible for ensuring the efficient management and accurate handling ofpatient records and documentation across the practice.
This role requiresattention to detail, adherence to protocols, and effective communication withboth clinical and administrative teams.Key Responsibilities:Referral Processing: Managethe referral process, including entering referrals into the Electronic ReferralSystem (ERS) and maintaining an accurate and up-to-date referrals database.Subject Access Requests (SARs): Handle requests for access to medical records, ensuring compliance withrelevant regulations, and assisting patients in obtaining their records throughthe iGPR system.Reviewing Patient Records: Assistin sorting and preparing new patient records, ensuring they are accuratelysummarised and integrated into the system.
Update and maintain patienthistories as required.Managing Incoming Correspondence: Review and process all incoming documents and correspondence, ensuringthat all patient-related mail is accurately scanned into the patients clinicalrecord daily.Document Coding andData Entry: Identify key medicalinformation from correspondence and other sources, applying the relevant codesand ensuring it is correctly entered into the patients electronic record usingthe practices systems.Administrative Support: Providecomprehensive administrative support to clinical staff, including typingletters, referral forms, reports, and other necessary documentation in linewith practice protocols.Collaboration and Communication: Liaise with doctors, patients, secondary care providers, and external agenciesto resolve queries, process referrals, and ensure smooth communication acrossthe practice.External Requests and Compliance: Process requests from external organisations such as solicitors, thepolice, and the DVLA, ensuring appropriate documentation is provided inaccordance with legal and practice requirements.Phone and Email Management: Manageincoming phone calls and emails, ensuring all queries are addressed promptly ordirected to the appropriate personnel.System Utilisation: UseEMIS Web and other practice systems to process and manage clinicaldocumentation, ensuring accuracy and completeness.Filing and Record Retrieval: Maintain an organised filing system, ensuring all patient records andassociated documents are easily accessible for clinical staff and otherstakeholders.Quality Improvement: Contributeto the continuous improvement of the practice by suggesting processenhancements or improvements to service delivery.Training and Development: Participatein ongoing training to keep up to date with new systems, procedures, andregulations in medical records management.Audit and Quality Control:Regularly audit patient records to ensure accuracy, completeness, andcompliance with relevant guidelines and standards.
Implement quality controlmeasures to ensure the integrity of medical records.Confidentiality and Data Protection: Ensure that all patient information is handled confidentially and inaccordance with GDPR and other data protection regulations.
Monitor the storageand access of patient records to prevent unauthorised access.Clinical Document Management: Oversee the lifecycle of clinical documents, ensuring that they arecorrectly archived and disposed of in accordance with practice policy and legalrequirements.Patient RecordAccuracy and Updates: Ensure thatall changes, updates, or amendments to patient records are accurately reflectedand documented, including any corrections or additions.
Person Specification Qualifications Essential Educated to GCSE level or equivalent Desirable GCSE Mathematics and English (C or above) NVQ Level 2 in Health and Social Care AMSPAR Health qualifications or equivalent Experience Essential Experience in medical record administration or document management Experience of medical terminology and coding procedures Experience of working in a healthcare setting Desirable Experience of working with the general public Experience of working within primary care Experience of administrative duties