Clinical Correspondence Administrator
4 weeks ago
Job summary
Tower House Surgery is looking for a part time clinical correspondence administrator to join our to join our friendly, patient focused, caring, teaching practice.
The main purpose of the role is to ensure that all incoming patient correspondence is stored, recorded correctly and directed to an appropriate clinician in a timely fashion.
Attention to detail is key and there can be a lot of reading.
Knowledge of emis web is an advantage though training can be given.
Medical terminology would be desirable.
You will need to;
Follow practice protocols to ensure consistent and high quality care is provided to our patients Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible. Assist the practice Summariser in maintaining the integrity and coding of the patients electronic medical record
Main duties of the job
Ensure incoming letters are scanned onto the patient record within a 24/ 48 hour timescale using read codes as agreed by the clinical team, adding any additional information about the source of the document that is relevant Forward the incoming document to the relevant clinician or staff member who is most appropriate to receive the information following the practice protocol Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures. EDT Electronic Document Transfer of correspondence - forward the incoming documents to the relevant clinician or staff member who is most appropriate to receive the information following the practice protocolAction any EDT incoming correspondence not required to be seen by another staffmember including contacting the patient by telephone, by letter, or otheracceptable means of communication where necessary
About us
Located on West Wycombe Rd, we are a busy, patient focused, caring, teaching practice.
On the clinical side of our team we have 5 partners, 3 salaried doctors, a paramedic,3 practice nurses, an HCA and a phlebotomist (Midwife works from here 2 mornings). On the admin side providing support we have our reception team, clinical coders, registrations clerk, summariser, prescriptions clerk, office assistant, operations manager and practice manager.
We have a patient list of just under 11,000.
We use EMIS web and DOCMAN10.
This role can be flexible on hours for example 9:30 - 2:30 or just morning/just afternoon..
Job description
Job responsibilities
Job Purpose:
Ensure that allincoming and internal patient correspondence is stored on/in the patientsmedical record and relevant information is coded.
Ensure incomingcorrespondence is seen by the appropriate clinician in a timely fashion.
Ensurecorrespondence is appropriately actioned where the clinician does not need toview it
Be able to locatedocuments as needed by the clinical and non-clinical staff
Carry out other administrativerelated tasks as delegated by the doctors and non- clinical staff
Key Working Relationships within the practice team
Doctors, Nurses, HCA , Pharmacist -Daily, where relevant to documents scanning and coding Prescriptions Team / Admin Team - Daily, where relevant to documents receivedDuties and Responsibilities
Follow practice protocols to ensure consistent and high quality care is provided to our patients Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible. Assist the practice Summariser in maintaining the integrity and coding of the patients electronic medical recordScanning and Coding duties
Sort and date stamp all incoming patient-related mail. Ensure incoming letters are scanned onto the patient record within a 24/ 48 hour timescale using read codes as agreed by the clinical team, adding any additional information about the source of the document that is relevant Forward the incoming document to the relevant clinician or staff member who is most appropriate to receive the information following the practice protocol Action any incoming correspondence not required to be seen by another staff member whether that be contacting the patient by telephone, by letter, or other acceptable means of communication Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures. EDT Electronic Document Transfer of correspondence - forward the incoming documents to the relevant clinician or staff member who is most appropriate to receive the information following the practice protocol Action any EDT incoming correspondence not required to be seen by another staff member including contacting the patient by telephone, by letter, or other acceptable means of communication where necessaryCoding requirements using the recognised ReadCoding system
Identify relevant clinical information contained in patient correspondence Code or free text the clinical information on to the patient record Deal with queries relating to coding Person Specification
Qualifications
Essential
GCSE A-C in Maths and English
Experience
Essential
Methodical and logical with excellent attention to detail Ability to work under pressure and to prioritise workload Able to follow GDPR policies and guidelines Understanding of confidentiality Good standard of Literacy & Numeracy Computer literate Good clear and confident communicator Ability to work alone and as a member of a team whilst organising own workload
Desirable
Experience of working in primary care Knowledge of Medical Terminology Knowledge of Medical Read Coding (Snomed) Ability to be flexible with hours to cover holidays and sickness Experience of EMIS-
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