Job summary
The University of Nottingham Health Service (Cripps Health Centre) is looking for a dynamic, keen, hardworking administrator to join our large team.
The practice has approx. 46000 patients with a full practice team of 80+. This advertised role will sit within a team of 12 other administrators which include secretaries, Workflow administrators, scanning administrators, results administrators, research administrators, and other medical record administrators. The team is led by our full time Admin Manager.
The practice is CQC rated 'excellent' and prides itself on providing the best service it can to it's patient population.
The practice sits on the beautiful University of Nottingham campus, where lunch walks can take you round gardens and Highfield's lake.
Starting rate is £, which gets reviewed at the 6-month probationary period and then every 12 months thereafter.
We are currently unable to provide any UK Visa sponsorship.
Main duties of the job
This role includes a number of administrative tasks including:
Managing patient registrations, patient deductions, amendments and any other task related to the journey of the patient record. This includes liaising with PCSE and other practices to ensure the practice has all the correct information relating to the patient.Summarising patient records. Data entry, filing, redacting records, photocopying, answering tasks, coding, dealing with correspondence, typing, and making phone calls.
About us
The team at the University of Nottingham Health Service work hard to provide an excellent service to our patients.
There are 18 GPs, 3 Research Nurses, 4 Practice Nurses, 5 Nurse Practitioners / Advanced Nurse Practitioners, 4 HCAs, 2 Mental Health Practitioners, 3 Occupational Therapists, 6 First Contact Practitioners, 3 Clinical Pharmacists, 1 Nursing Associate, Health and Wellbeing Coach, Social Prescriber, 12 Care Navigators, 12 administrators.
The practice is a research practice and training practice, supporting 6 GP trainees each year.
We continually strive to improve our service. As such, we would like a dedicated, hardworking individual who takes pride in the work they do and is passionate about developing their own skills and knowledge.
Job description
Job responsibilities
Job Summary:
Thepurpose of the role is to:
Managethe process of registering new patients and all the associated administrativetasks involved in this.
Processingincoming Temporary Resident and Immediate and Necessary forms on patient records.
Managethe process of receiving medical records into the practice.
Managethe process of deducting patient records and the process of records leaving thepractice.
Workclosely with PCSE/Capita to deal with any changes to the electronic medicalrecord, including change of names and gender. This will also includeidentifying and rectifying any errors such multiple registrations and mismatches.
Updateweekly GP2GP failures, chasing previous surgeries for full summaries if needed.
Reviewpatient medical records, both paper and electronic, to ensure all relevantclinical data is recorded correctly and accurately into the electronic system.
AddingImmunisations and Vaccinations to records and processing allergy degrades.
Weeklynew baby registration monitoring to ensure babies are booked in for newbornchecks.
Managethe summarising of medical records including supervising a team of temporarystaff employed to summarise the medical records at both sites.
Filingand retrieving paperwork.
UndertakeWorkflow and Scanning administrative duties to help cover annual leave andsickness.
Providingclerical assistance to Practice staff as required from time to time, includingword/data processing, filing and photocopying.
Anyother roles and responsibilities that the practice deem appropriate.
Duties andResponsibilities:
Theduties and responsibilities to be undertaken by the Medical Records Administratormay be varied from time to time under the direction of the Practice Manager andAdmin Manager, dependent on current and evolving Practice workload and staffing practice receives up to approximately 9000 new patient registrations a year, andapproximately 8000 deductions. This role requires the Medical RecordsAdministrator to manage this process to ensure that all medical records beingreceived into the practice are coded and summarised in a timely manner.Similarly, that the deduction requests are dealt with within set timeframes.
Thepractice employs temporary staff to register new patients during busy times ofthe year. These staff need to be supervised to ensure that the work is carriedout to a good standard and within set timeframes. This role will involve timeand quality management of the temporary staff.
Person Specification
Qualifications
Essential
1. GCSE grade A to C in English and Maths
Desirable
2. Any additional qualification in administration.
Experience
Essential
3. Experience of working in an office and undertaking general administrative tasks.
4. Experience of using computers to undertake data entry and typing.
5. Experience of working with other people.
Desirable
6. Experience of working with EMIS ideally or previous experience of any other clinical system, such as SystmOne.
7. Experience of dealing with people and patients.
8. Experience of working in a GP Practice or Health Centre.
9. Experience of dealing with students.
Knowledge, skills and attitude
Essential
10. Flexibility. Whilst the position has set hours, we would expect any new recruit to be able to occasionally provide flexibility in the hours they work, to ensure the practice can function. This is particularly important when other staff are on annual or sick leave.
11. Good communication. The successful candidate will be able to communicate effectively and professionally with a number of people, including patients, GPs, and any other stakeholders.
12. Proactive. We expect our employees to come to work to work to the best of their ability. This means we have an expectation that employees will proactively seek to help other team members if they complete all their own tasks.
Desirable
13. Good IT skills and a general knowledge of Excel and Word.
14. Previous experience of dealing with Primary Care Support England (PCSE).
15. Previous experience of dealing with tasks, GP2GP, registering and deducting patients.