Document Administrator

Bridge House Medical Centre has an exciting vacancy for a Document Administrator at our 9389 patient GMS practice in the heart of Stratford upon Avon town centre. We are a long established and highly regarded family practice.

**Job Purpose**

As a Document Administrator, this role will be responsible for coding and the appropriate action of clinical correspondence in a timely, but accurate, manner to ensure safe patient care.

We receive a large amount of electronic and paper based clinical information throughout each day that needs processing accurately and work flowing to the appropriate avenues.

The correct handling of this information is vital to ensure safe patient care and the efficient running of the practice.

The inbound documents will be correspondence from the NHS and other health care organisations regarding our registered patients care. For example, ambulance reports, procedure reports, discharge summaries etc. The pertinent information will need to be extracted and applied to the patient’s clinical record, on EMIS, alongside the clinical document.

The paper documents will be scanned into our document management system, Docman, by another member of the team. However, in rare cases such as absence, this process will need to be understood and undertaken by the Document Administrator.

The electronic patient information will automatically import into Docman and on an occasion, into our clinical system EMIS.

**Key Accountabilities**:
All tasks should be carried out in accordance with practice policies and procedures.
- To manage the information received by the Practice to enable provision of excellent patient care and ensure the patient records are kept up to date and accurate.
- To improve the quality of the data held.
- To facilitate sharing of patient records and data with other providers of health and social care.
- Assign medical records with codes for diagnosis, procedures and other health related data.
- Ensure codes are accurate and sequenced correctly in accordance with government and insurance regulations.
- Communicate with clinical and non-clinical staff regarding documentation as required.
- Search for information in cases where the coding is complex or unusual.
- Ensure that all codes are current and active on patient’s records.
- To categorise, route and allocate both paper and electronic to the correct team or clinician.
- Ensuring patient records are updated accurately and in a timely fashion.
- To monitor your workload and report to your line manager.
- To work as a positive and supportive team member, providing cover for similar posts as required.
- To attend meetings, training and potentially conferences as appropriate for the role and if required.
- To identify areas for quality improvement, risk avoidance or development.
- To keep up to date with practice information including policy and procedure changes, staff rotas, alerts and service provisions.
- Other such duties, appropriate to the post, as may be required by the line manager, Senior Management or Partners.

**Personal Skills required for the post.**
- Trustworthy and discreet - you will see a great deal of highly sensitive information and the maintenance of absolute patient confidentiality is essential.
- Diligent - a high level of accuracy and concentration is required as the data inputting relates to vital clinical and other confidential information used in patient care. Errors could be detrimental to a patient’s health.
- Literate - A high standard of written English will be demonstrated, and it would be desirable to have a knowledge of medical terminology and have working knowledge of some of the concepts behind the words. However, training will be provided.
- Self-management - You will manage your own workload efficiently and alert your line manager if any backlogs develop. You will work in a timely manner and prioritise appropriately.

**Essential Requirements**

IT skills and understanding of internet-based platforms

GCSE in English and Maths

Excellent attention to detail and data entry skills

Excellent time management skills

Pay: From £11.60 per hour

Expected hours: 37 per week

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

Work Location: In person

Application deadline: 29/11/2024
Expected start date: 01/12/2024