Please note: This vacancy is being advertised by One Wight Health Ltd - GP Federation, on behalf of Cowes Medical Centre.
Cowes Medical Centre will be the employer for this post.
Hours: 20 to 30 hours per week across Monday to Friday. One day to be either Monday or Friday.
Salary: National Living Wage with increase following end of probationary period.
Are you organised, proactive and great at keeping things running smoothly behind the scenes? We're looking for a reliable and detail focused person to join our team that quietly makes a real difference in their community. This is a chance to work in a caring environment where your contribution truly matters in supporting patient care.
This varied role provides general administrative support for patient registration and record processes. To thrive in this role, you will be methodical, and meticulous to ensure records are correct, and work is completed. You will always observe complete confidentiality.
Main duties of the job
You'll be part of a team that ensures patient information, correspondence and records are handled accurately and efficiently. Your day will be varied and fast-paced, including:
* Post and general administration
* Registrations, records and requests
What Were Looking For
* Strong attention to detail
* Confidence using IT systems (SystmOne experience is a bonus)
* Ability to follow protocols accurately
* A calm, organised approach to a busy workload
* A team player who takes pride in supporting high quality patient care
About us
We are a multi-disciplinary team of GPs, ANPs, MHP, paramedics, nurses, GP (healthcare) assistants, pharmacist, social prescriber, dietitian, wellbeing coach, MSK practitioners, phlebotomists and administrative and cleaning staff who all work closely together to deliver excellent patient‑centred care. Every team member is valued, and we encourage open communication, mutual respect and shared learning.
We provide care to just over 15,500 patients from a modern, purpose-built building with free parking, disabled access and an attached (independent) pharmacy on‑site. The work environment is fast‑paced, where change and continuous improvement is the norm. Our next exciting change is that we will merge with Newport Health Centre. This merger will bring together two well‑established practices into a single, stronger organisation better positioned to meet the challenges we all face. We believe this step will strengthen our ability to deliver high quality, sustainable care for our patients and supportive working environments for our teams.
We value homemade cake, teamwork, innovation, and continuous improvement in a supportive atmosphere. Joining us means being part of a practice that makes a real difference in the health and wellbeing of our community.
Job responsibilities
This role is to provide general administrative support for patient registration and record processes. To thrive in this role, you will be methodical, and meticulous to ensure records are correct, and work is completed each day. You will always observe complete confidentiality.
KeyTasks & Responsibilities
Manage your own emails, tasks, and mandatory training
Consistently complete incoming work
Enter coded information accurately and quickly
Work together with colleagues, in particular the other Admin for patient records
Any other work requested by a manager, or your line manager to support ad hoc tasks
Post & General Support
Date-stamp all correspondence.
Open courier post from St Marys or communication received over thereception desk, through the letter box, from the internal scanning tray, triage then scan relevant documents into a batch for processing
Open external post, scan patient related documents into a batch/distribute non‑scanned items to relevant parties
Apply correct postage to all outgoing letters and parcels including signed for / special delivery and ensure the post is ready for collection on the ground floor each day
Inform MC when stamp supplies are low (when starting on last book of that type of stamp)
If patient is requesting GP/ANP appointments via letter, check record for any exceptions, if none, send letter advising need to use Rapid Health
Print monthly cleaning sheets ready for the last Friday of the month to support infection control process
Email Box Monitoring
Review CowesMC mailbox for all incoming alerts, patient correspondence etc every 30 minutes to process/forward according to the protocol
Monitor daily the retinal screening mailbox, processing onto the patient record and coding retinal screening letters
Online Registrations, Subject Access or Insurance Requests
Support patients requesting full access to their patient record, run the record through iGPR ready for GP review and processing full access
Support the photocopying of records for insurance or subject access requests for the Insurance or SAR administrators to complete this may include printing electronic records and copying Lloyd George paper records to form one complete copy record in preparation for forwarding, in accordance with the Subject Access Request protocol
Add data (allergies, medical history, smoking, drinking, ethnicity & communication adjustments) from new patient registration paperwork and tasks to the patient record
Note: Temporary Residents (TRs) and entered by the Patient Advisers (PAs) and MC enters GMS1s
Accept new patient records for registering patients from PCSE, add to tracking log, enter on SystmOne and allocate to teams as required (to record cervical screening, child immunisations etc) then process these records for offsite storage by Restore packaging up, labelling and taking downstairs
Request patient records from offsite storage (Restore) for internal use (track and allocate to requestor and then process back to Restore)
For deducted patients (leavers or deceased), locate, label and send paper record to PCSE as patient is no longer registered here
Send the TR forms in line with NHS guidelines to PCSE
Monitor daily the SMS mailbox for the Practice deleting or forwarding emails as appropriate
Monitor daily the DPO mailbox for the Practice deleting or forwarding emails as appropriate, checking that the out of office message is active, replying to NHS senders with our Cowes Medical Centre address (so the sender doesn't use the DPO email next time)
Following protocols, record on patient records:
Mammograms
* RIPs, email clinicians with RIP information, follow the RIP process to ensure data is added consistently - deducting the patient as appropriate after the required amount of time
DNA (did not attend) letters and sending reminders for the patient to attend
Adult and children's/family safeguarding data
* Immunisations
Person Specification
Other Requirements
* Ability to deal with all matters in a confidential manner
* Willingness to help cover for holiday/sick leave of other staff
Experience
* Good IT skills able to use Microsoft office & learn how to use new applications.
* Experience within the NHS.
* Previous knowledge of SystmOne.
Skills
* Excellent attention to detail
* Able to enter information accurately and consistently
* Able to concentrate for prolonged periods of time
* Good analytical skills
* Good problem-solving skills
* Ability to manage time and workload
Qualities & Attributes
* Detail orientated person
* Reliable, trustworthy and conscientious
* Pleasant, cheerful manner, that carries through under pressure
* Smart, clean & well‑presented appearance
* Self‑starter, able to take direction and work as part of a team
* Able to pick up what is happening around you and be able to show a proactive approach to excellent workflow delivery
Qualifications
* Minimum of English GCSE 'C' or equivalent
* Medical terminology training
* Touch typing
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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