Administration assistant

Job summary

Posterngate surgery are recruiting an efficient administration assistant to join our small team of data administrators who maintain our patient medical records with relevant clinical information with accuracy and in a timely manner to inform patient care. (Previous applicants need not apply)

Main duties of the job

The data administration team contribute in maintaining accurate medical records, which includes summarising and read coding relevant information on to patients records from hospital correspondence and other sources into the practice computer system, working strictly in accordance with the practice protocols.

About us

Posterngate Surgery is a large innovative teaching practice. We are a friendly, hardworking and supportive pactice that aims to achieve the highest quality of care for or patients. Our location has easy access from York & Leeds with free on-site parking and modern comfortable premises.

Job responsibilities

The main responsibilities of the post-holder will be to scan documents, summarise and read code relevant information from the patients clinical records, hospital correspondence and other sources into the patients electronic SystmOne record held on the Practice Computer. Working strictly in accordance with the Practice notes summarising and read code protocols.

Key Tasks

• Translate clinical information into appropriate read codes, forwarding letters onto GPs for checking.
• Summarise records and produce an accurate summary of patient medical history.
• Record incoming & outgoing medical records onto SystmOne from Primary Care Support England.
• Liaise with Primary Care Support England with any queries relating to patient records and protocols.
• Extraction of necessary data from clinical correspondence and input into electronic patient record.
• View and disseminate hospital correspondence to GPs, ensuring that any urgent actions are flagged with appropriate member of staff.
• Process links for pathology, radiology and microbiology results.
• Maintain efficient system to file historical paper medical records.
• Scan copies of relevant electronic and paper patient communications using SystmOne into patient records.
• Undertake GP2GP transactions for transfer of patient medical records.
• Locate and retrieve documents as needed by clinical and non-clinical staff.
• Prepare monthly audit reports for clinicians when requested.
• Process tasks, emails and general queries.
• Deal with patient queries.

Person specification

Qualifications

Essential

• Good standard of education standard grades at Grade A-C or
• equivalent, including Maths and English.
• Experience in a administrative role, preferably in a healthcare setting.
• Proficiency in using computer systems and office software.
• Understanding of patient confidentiality and data protection.
• Must have excellent attention to detail.
• Excellent communication skills both written and oral.
• Good management and prioritisation of workload.
• Ability to work well under pressure and to deadlines.
• Ability to work without direct supervision.
• Considerate and ability to empathise

Desirable

• Previous experience working in a GP surgery or healthcare environment.
• Knowledge of medical terminology.
• Experience of SystmOne or similar patient records software.