Medical Records Administrator

2 months ago

Bristol, United Kingdom Downend Health Group Full time

Job summary

MEDICAL RECORDS ADMINISTRATOR

Downend Health Group

At Downend Health Group we arelooking to recruit a full time Medical Records Administrator to join our MedicalRecords Team.

If you are organised, good atmulti-tasking and prioritising, have excellent attention to detail and can workindependently as well as part of a team, this could be the role for you.

A good telephone manner andflexibility as well as the ability to keep calm under pressure are essential tothe role.

For further details, please email:

Closing date for applications: Saturday, 10th August 2024

Interviews to take place in the weekcommencing: Monday, 12th August 2024

Main duties of the job

The successful applicant will be supported by the MedicalRecords Manager. The Medical Recordsteam is responsible for document management, scanning, clinical coding,summarising, registrations, patient access, detailed coded records and proxyaccess applications. The successful applicant will be responsible for inputting andmaintaining patient medical data.

About us

Downend Health Group was formed in 2018 due to the merger of two well established practices located in the suburbs of Bristol. The surgery operates from two purpose-built premises located less than a mile apart.

As one of the largest teaching GP Practices in Bristol, Downend Health Group (DHG) cares for over 27,000 patients and this number continues to rise each year.

This excellent facility offers patients a family friendly service with efficient and easy access to a highly trained team of health care professionals. The medical team comprises 12 Partners (10 GPs, and 2 Pharmacists)13 Salaried GPs, 3 Clinical Pharmacists, 4 Paramedics and a dedicated team of Nurses and Healthcare Assistants. We are supported by our experienced Care Co-ordinator Team, Medicines Management Team, Administration Team and Reception Team who provide excellent support both front of house and behind the scenes.

The surgery provides modern healthcare services and both buildings offer calm, welcoming environment for patients, with enhanced and pleasant working conditions for clinicians and staff.

We use EMIS Web and electronic prescribing. We also use Docman scanning software to allow efficient scanning and letter management across both sites.

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES OF THE POST

A) Core Responsibilities

Scanning, attaching to medical records, coding and tasking to relevant GP / Team either through Docman, Emis or emails received. This involves reading letters from the hospital to gather information for QOF. Medical coding which must be accurate and consistent to enable accurate searches for QOF and invitations for review for chronic disease. Scanning which requires accuracy so that information is stored on the correct patients record. Attaching documents to the correct patient. Accuracy and concentration are vital. EMIS document workflow enables hospital information to be sent to the practice. This needs to be sent to the correct recipient within the practice. New patient registrations must be accurate and up to date. GP2GP transfers. Movement of patient medical records, into and out of the surgery: sending medical records back once requested from PCSE. Making sure all relevant information is sent. Receiving new patient medical records and ensuring all relevant documentation received. Summarising new patients medical records. This includes checking that all previous medical history has been correctly coded. Keeping in mind that some surgeries code very differently and things can be missed which would impact on DHG QOF result. Never assume that coding is correct. Knowledge of medical terminology, medical coding and summarising will be essential to the role. Training courses will be required with regular updates as necessary.

B) Practice Organisation

To ensure a high standard of practice and care at, all times:

Ensuring high levels of attention to detail and accuracy with regards to completion of all necessary documentation associated with the role; Maintaining effective liaison with other staff and/or agencies concerned with patient care, and with all other disciplines within the practice, with appropriate regard to confidentiality; Working cooperatively within teams and respect the skills, expertise and contributions of your colleagues; The collection of data, preparation of reports and undertaking research as required; The efficient use and progressive development of IT to maximise its potential and support in practice activity; Ensuring the rules of GDPR, Caldicott, Freedom of Information Act and those issued by the NHS and CCG are understood and fully implemented; Supporting in the planning and co-ordination of practice targets including work streams such as Quality and Outcomes Framework (QOF); Enhanced Services; Care Quality Commission (CQC) etc.

In addition, we would expect that:

You deliver care based on the best available evidence or best practice; You keep your skills and knowledge up-to-date by taking part in appropriate learning activities that maintain and develop your competence and performance; You demonstrate a personal and professional commitment to equality and diversity.

C) Relations with Patients

To assist in the management of relations with patients including:

Ensuring an excellent patient experience including outstanding customer service, clear and concise information and education; Ensuring enquiries and complaints from patients are dealt with efficiently and effectively and passed to the appropriate Lead or Manager in a timely manner; Supporting the Medical Records Manager in planning, development and implementation of systems and procedures for medical records. Person Specification

Qualifications

Essential

Demonstrable commitment to professional development

Personal Qualities and Attributes

Essential

An understanding, acceptance and adherence to the need for strict confidentiality; Ability to use own judgement, resourcefulness and common sense. Ability to make decisions; Pleasant and articulate; Able to prioritise work and concentrate; Ability to multi-task, especially under pressure; Ability to stay calm under all circumstances; Able to work in a constantly changing environment; Flexibility of working hours/able to work at the desired times; Flexibility of working across both sites

Skills and Abilities

Essential

Excellent communication and interpersonal skills; Good personal organisation; Good keyboard and computer skills; Excellent customer relationships; Thoroughness, accuracy and consistency; Ability to support members of the team when required

Desirable

Ability to use Microsoft programmes (especially MS Word and MS Excel)

Experience

Essential

Demonstrable experience of working with an integrated multi-skilled team; Demonstrable experience of working as part of a team

Desirable

Experience of working in Primary Care; Experience in an administrative environment; Experience of summarising and medical coding; Experience of Docman; Experience of using EMIS Web

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