Registrations Team Administrator

**Nexus Health Group Job Description**

**POST **Registrations Management Administrator

**LINE MANAGER/SUPERVISOR **TBC

**LOCATION **Decima Street Surgery, but the post holder may be required to work at any of Nexus locations.

**JOB PURPOSE**:

- To ensure that the flow of medical records and patient registration
- coming in and out of Nexus is maintained to the required standard
- To support Nexus to develop positive and effective working relationships and communication systems between Nexus and stakeholders.
- To ensure patients are informed of any outcomes of their care as directed by the clinical team

**MAIN DUTIES**

**RESPONSIBILITIES**
- To ensure that the registration links are maintained to the required standard
- Summarise new patient medical records in line with the practice policy
- Process all electronic notifications that fall within the remit of records management
- To take part in auditing of processes and areas that fall within the remit of records management as required
- Enter new patient registrations into the clinical system ensuring that the patient lives within the Nexus boundary
- Enter change of address information into the clinical system ensuring that the new address falls within the Nexus boundary
- Process change of name and gender information, ensuring appropriate legal documents are present.
- Be responsible for the processing of all tasks within the GP Link in a timely manner and in line with the Nexus policies.
- Requests for individual sites or cluster to action are actioned within a given time frame
- FP22’s
- Enter new patient information from questionnaire using the Nexus template within the clinical system
- Process blood and organ donor information currently via Open Exeter
- Prepare manual records for retention by the practice
- Prepare manual records for return to primary care support service
- Ensure manual records are kept neat and tidy and in good repair.
- Assisting with queries relating to medical records
- Process GP2GP list following the Nexus policy.
- Summarise new patient medical records effectively onto the Nexus clinical system adhering to the practice policy and within agreed deadlines.
- Update medical records wherever necessary and in accordance with Nexus guidelines.
- Process electronic removal (FP69) of patients, following the Nexus policy
- Process all prior notification lists in accordance with the Nexus policy
- Update patient records when required
- Alert the lead GP to any mistakes found in the medical records transferred to the practice
- Alert the Team Supervisor of any safeguarding issues.
- Provide support to the wider practice as and when needed
- To highlight to the Record Management team supervisor any areas identified to improve service delivery
- To deal with queries associated with the role
- Undertake other administrative tasks within the role if required

**The post-holder will**:

- Abide by the procedures and policies of Nexus Health Group
- Maintain patient and data confidentiality
- Work within the guidelines set by Nexus to ensure that the practice is safe, efficient and provides the best possible care for patients
- Work in accordance with agreed standards of service delivery and within the team policies, procedures, and protocols
- Ensure correct governance processes are adhered to in the handling and management of patient records and use of the electronic patient appointment system.
- Maintain integrity in compliance with patient confidentiality and the Data Protection Act 2018.
- Comply with the policies and guidelines around medical records
- Ensure accurate read codes are used when entering data into the patients electronic records held within the Nexus clinical system.
- Be proficient with a variety of electronic record systems required to undertake this role
- Appropriately use practice equipment including IT software.
- Use initiative and good judgement at all times.
- Work effectively with the rest of the team in delivering the full scope of the Service.
- Work professionally within Nexus Health Group and liaise competently at all times to ensure the best possible patient experience.
- Communicate effectively with other team members
- Communicate effectively with patients, and carers
- Be prepared to involve a senior member of staff where appropriate
- Work closely with the IT team to ensure all systems are operational.
- Undertake any mandatory training as appropriate to the post and as directed.
- Identify own personal training opportunities and inform line manager, keeping up to date with knowledge and practice.
- Participate in Nexus Appraisal process to identify and discuss professional needs.

**Communication**
- Communication can take place by way of meetings, phone calls, written communication, and E-mails.
- Empathy and insight are required during communication with patients and staff.
- Recognise the need for alternative methods of communication to overcome different levels of understanding and cultura