Job description

Job responsibilities

Job Summary

The Patient Support Team member will fall into the Scanning sub department as well as taking on some additional administrative duties. We do have an additional 5 administration sub departments within the Patient Support Team at Alnwick Medical Group.

Key tasks and Responsibilities

• Scan and read code relevant information from patient clinical records into the practice computer system, working strictly in accordance with the practice scanning and coding protocol. As well as other roles within the scanning sub-department.
• Review medical records and produce an accurate summary of the patients medical history.
• Sorting patient records and letters.
• Reviewing medical records to produce a comprehensive summary of patients medical history.
• Ensuring knowledge of the Read Codes system.
• Inputting data using the Read Codes system.
• Retrieving patient medical records and interpreting data for the use of clinical staff members
• Auditing data collection to ensure Practice standards are met.
• Ensuring that medical records are complete and accurate ahead of each consulting session.
• Maintain familiarity with scanning and coding protocols.
• Maintaining patient registration and recall systems
• Minute taking for multi-agency & inhouse meetings.
• To carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the post.
• Ad-hoc administration duties & be prepared to help with cover in all departments of the Patient Support Administration Team.

Key results/objectives

• To carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the post
• Ad-hoc administration duties & be prepared to help with cover in all departments of the Administration Team.
• Minute taking for multi-agency & inhouse meetings.
• Be prepared to help with cover in all departments of the Admin Team.

Confidentiality

• Ensures self-compliance with data protection laws and confidentiality agreements and that of the teams the post holder is responsible for
• Follows confidentiality policy, computer use policy, information governance policy, social media policy and any other policy relating to confidentiality within role.

Personal and Professional Development

• The post holder will be supported with professional and personal development in line with the relevant Alnwick Medical Group policies.
• Alnwick Medical Group is an equal opportunities employer and encourages the development of all staff within the organisation

Quality

• Assess own performance and take accountability for own actions, either directly or with Practice Management support
• Alert reporting team members to issues of quality and risk and develop strategies to facilitate improvement
• Contribute to the effectiveness of the team by reflecting on own and team activities and developing ways to improve and enhance the teams performance
• Collaborate with representatives of the PCN /external organisations in developing our ability to meet patient needs
• Effectively manage own time, workload and resources and take accountability for those of the Patient Support Team members
• Perform regular and timely risk assessments
• Performs regular audits and reviews to ensure Policy, Procedure, SOP and DSQS compliance

Health and Safety

• Follows Alnwick Medical Group policies and procedures relating to health and safety
• Mitigate risks to employee and patient health and safety by contributing to risk assessments, escalating concerns and ensuring adequate training in all areas of the role and the roles of those for whom you are responsible.
• Understands and uses the Safeguard, Incident & Risk Management System (SIRMS) when necessary
• Effectively monitor any health and safety issues raised.

Communication

• Effectively communicates with patients, visitors, third party representatives and colleagues
• Comfortably and confidently communicates using a variety of methods
• Deals with patient complaints/concerns relating to the team

Job responsibilities

Job Summary

The Patient Support Team member will fall into the Scanning sub department as well as taking on some additional administrative duties. We do have an additional 5 administration sub departments within the Patient Support Team at Alnwick Medical Group.

Key tasks and Responsibilities

• Scan and read code relevant information from patient clinical records into the practice computer system, working strictly in accordance with the practice scanning and coding protocol. As well as other roles within the scanning sub-department.
• Review medical records and produce an accurate summary of the patients medical history.
• Sorting patient records and letters.
• Reviewing medical records to produce a comprehensive summary of patients medical history.
• Ensuring knowledge of the Read Codes system.
• Inputting data using the Read Codes system.
• Retrieving patient medical records and interpreting data for the use of clinical staff members
• Auditing data collection to ensure Practice standards are met.
• Ensuring that medical records are complete and accurate ahead of each consulting session.
• Maintain familiarity with scanning and coding protocols.
• Maintaining patient registration and recall systems
• Minute taking for multi-agency & inhouse meetings.
• To carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the post.
• Ad-hoc administration duties & be prepared to help with cover in all departments of the Patient Support Administration Team.

Key results/objectives

• To carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the post
• Ad-hoc administration duties & be prepared to help with cover in all departments of the Administration Team.
• Minute taking for multi-agency & inhouse meetings.
• Be prepared to help with cover in all departments of the Admin Team.

Confidentiality

• Ensures self-compliance with data protection laws and confidentiality agreements and that of the teams the post holder is responsible for
• Follows confidentiality policy, computer use policy, information governance policy, social media policy and any other policy relating to confidentiality within role.

Personal and Professional Development

• The post holder will be supported with professional and personal development in line with the relevant Alnwick Medical Group policies.
• Alnwick Medical Group is an equal opportunities employer and encourages the development of all staff within the organisation

Quality

• Assess own performance and take accountability for own actions, either directly or with Practice Management support
• Alert reporting team members to issues of quality and risk and develop strategies to facilitate improvement
• Contribute to the effectiveness of the team by reflecting on own and team activities and developing ways to improve and enhance the teams performance
• Collaborate with representatives of the PCN /external organisations in developing our ability to meet patient needs
• Effectively manage own time, workload and resources and take accountability for those of the Patient Support Team members
• Perform regular and timely risk assessments
• Performs regular audits and reviews to ensure Policy, Procedure, SOP and DSQS compliance

Health and Safety

• Follows Alnwick Medical Group policies and procedures relating to health and safety
• Mitigate risks to employee and patient health and safety by contributing to risk assessments, escalating concerns and ensuring adequate training in all areas of the role and the roles of those for whom you are responsible.
• Understands and uses the Safeguard, Incident & Risk Management System (SIRMS) when necessary
• Effectively monitor any health and safety issues raised.

Communication

• Effectively communicates with patients, visitors, third party representatives and colleagues
• Comfortably and confidently communicates using a variety of methods
• Deals with patient complaints/concerns relating to the team

Person Specification

Qualifications

Essential

• - GCSE (or equivalent) in Maths and English
• - NVQ (or equivalent)
• - Basic IT

Desirable

• - NVQ in Customer Service, Health or Business management
• -Knowledgeable and skilled in the use of SystmOne or other clinical systems.
• - Proficient typing skills
• - Knowledge of GP schedules, training requirements and commitments

Experience

Essential

• - Experience working with computers, and medical records systems.
• - Experience of letter writing
• - Experience of independent and team working
• - Experience with working with computers, and medical records systems
• - Previous telephony experience
• - Experience working closely with Clinical Staff

Desirable

• - Experience working under indirect supervision.
• - Experience of working in a GP practice
• - Experience working with primary care.

Knowledge & Skills

Essential

• - Sound knowledge of SystmOne
• - Excellent telephone manner, system knowledge & skill

Desirable

• - Previous read-coding experience
• - Good knowledge of medical terminology
• - Previous experience working within a scanning/coding role.

Personal Qualities

Essential

• - Excellent interpersonal skills
• - Excellent attention to detail
• - Works calmly and methodically under pressure.
• - Treats patients and colleagues with dignity, respect, and equality
• - Flexible, reliable, and responsive to change.
• - Ability to manage workload and meet deadlines.
• - Uses initiative and common sense when appropriate.
• - Extremely well organised, methodical, and structured when working.
• - Excellent communicator
• - Willingness to work multi-site when required.
• - Shows diplomacy, fairness and empathy with patients and colleagues.
• - Has the ability to work alone but is also a team player.

Desirable

• - Full driving licence with business insurance

Qualifications

Essential

• - GCSE (or equivalent) in Maths and English
• - NVQ (or equivalent)
• - Basic IT

Desirable

• - NVQ in Customer Service, Health or Business management
• -Knowledgeable and skilled in the use of SystmOne or other clinical systems.
• - Proficient typing skills
• - Knowledge of GP schedules, training requirements and commitments

Experience

Essential

• - Experience working with computers, and medical records systems.
• - Experience of letter writing
• - Experience of independent and team working
• - Experience with working with computers, and medical records systems
• - Previous telephony experience
• - Experience working closely with Clinical Staff

Desirable

• - Experience working under indirect supervision.
• - Experience of working in a GP practice
• - Experience working with primary care.

Knowledge & Skills

Essential

• - Sound knowledge of SystmOne
• - Excellent telephone manner, system knowledge & skill

Desirable

• - Previous read-coding experience
• - Good knowledge of medical terminology
• - Previous experience working within a scanning/coding role.

Personal Qualities

Essential

• - Excellent interpersonal skills
• - Excellent attention to detail
• - Works calmly and methodically under pressure.
• - Treats patients and colleagues with dignity, respect, and equality
• - Flexible, reliable, and responsive to change.
• - Ability to manage workload and meet deadlines.
• - Uses initiative and common sense when appropriate.
• - Extremely well organised, methodical, and structured when working.
• - Excellent communicator
• - Willingness to work multi-site when required.
• - Shows diplomacy, fairness and empathy with patients and colleagues.
• - Has the ability to work alone but is also a team player.

Desirable

• - Full driving licence with business insurance

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.

Employer details

Employer name

Alnwick Medical Group

Address

Infirmary Drive

Alnwick

Northumberland

NE66 2NL