Job description

Job responsibilities

Role duties

Document Management and Data Entry:

Scanning and Coding: Accurately scan and code medical documents into the practices electronic health record, ensuring data is entered correctly and is easily accessible.

Medical Records Management: Manage and organise medical records to maintain confidentiality and ease of access. Respond to requests for medical reports from patients, healthcare providers, and legal entities, ensuring compliance with data protection laws.

Report Handling and Support:

Clinical Report Generation: Run clinical reports for healthcare providers to assist in patient management and treatment planning. Ensure that reports are accurate and delivered in a timely manner.

Administrative Support: Assist other administrative staff with tasks such as filing, photocopying, and preparing documentation, contributing to the overall efficiency of the office operations.

Reports: Managing and processing medical reports, SARS and other reports as required.

Communication and Coordination:

Appointment Scheduling: Manage patient appointments using the practices scheduling system. Coordinate with healthcare providers to ensure appointments are timely and do not overlap.

Quality Control and Compliance:

Data Quality Assurance: Regularly check the accuracy and completeness of data entered into the practices systems. Identify and correct inconsistencies or errors in medical records.

Compliance Adherence: Assist in ensuring that all administrative practices adhere to healthcare regulations and legal requirements. Participate in audits and compliance reviews as required.

Team Collaboration:

Supportive Team Member: Provide support to all team members, including healthcare providers and administrative staff, to enhance collaboration and efficiency within the practice.

Resource Management: Manage office supplies and equipment, ensuring that all resources are available and maintained for staff use.

Continuous Improvement:

Process Improvement: Actively participate in the development and implementation of office procedures that aim to streamline administrative processes and improve patient care services.

Training and Development: Engage in ongoing training to improve skills in medical software, data management, and patient coordination. Support the training of new staff members on office systems and procedures.

Miscellaneous

eConsultations: Process eConsultations received if required.

Any other administrative work as required.

Miscellaneous:

The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role

Job responsibilities

Role duties

Document Management and Data Entry:

Scanning and Coding: Accurately scan and code medical documents into the practices electronic health record, ensuring data is entered correctly and is easily accessible.

Medical Records Management: Manage and organise medical records to maintain confidentiality and ease of access. Respond to requests for medical reports from patients, healthcare providers, and legal entities, ensuring compliance with data protection laws.

Report Handling and Support:

Clinical Report Generation: Run clinical reports for healthcare providers to assist in patient management and treatment planning. Ensure that reports are accurate and delivered in a timely manner.

Administrative Support: Assist other administrative staff with tasks such as filing, photocopying, and preparing documentation, contributing to the overall efficiency of the office operations.

Reports: Managing and processing medical reports, SARS and other reports as required.

Communication and Coordination:

Appointment Scheduling: Manage patient appointments using the practices scheduling system. Coordinate with healthcare providers to ensure appointments are timely and do not overlap.

Quality Control and Compliance:

Data Quality Assurance: Regularly check the accuracy and completeness of data entered into the practices systems. Identify and correct inconsistencies or errors in medical records.

Compliance Adherence: Assist in ensuring that all administrative practices adhere to healthcare regulations and legal requirements. Participate in audits and compliance reviews as required.

Team Collaboration:

Supportive Team Member: Provide support to all team members, including healthcare providers and administrative staff, to enhance collaboration and efficiency within the practice.

Resource Management: Manage office supplies and equipment, ensuring that all resources are available and maintained for staff use.

Continuous Improvement:

Process Improvement: Actively participate in the development and implementation of office procedures that aim to streamline administrative processes and improve patient care services.

Training and Development: Engage in ongoing training to improve skills in medical software, data management, and patient coordination. Support the training of new staff members on office systems and procedures.

Miscellaneous

eConsultations: Process eConsultations received if required.

Any other administrative work as required.

Miscellaneous:

The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role

Person Specification

Qualifications

Essential

• Core GCSE qualification
• additional certification or training in Office Management, Business Administration, or a related field is preferable.

Desirable

• Proven experience in an administrative role within a healthcare setting
• Excellent verbal and written communication skills

Experience

Essential

• Analytical Abilities:
• Strong analytical skills, with the ability to interpret data and clinical reports, aiding in effective decision-making and administrative support.
• Skill in identifying inefficiencies in data management and proposing effective solutions.
• Problem-Solving Skills:
• Proactive problem solver, able to identify issues within administrative processes and implement timely solutions.
• Capability to manage multiple administrative tasks simultaneously while maintaining high standards of accuracy and compliance.
• Adaptability:
• Flexible and adaptable to new systems and protocols, with the ability to learn quickly and implement changes to administrative procedures.
• Comfortable working independently or as part of a team, and able to support a range of departments with various administrative needs.
• Interpersonal Skills:
• Strong interpersonal skills, capable of building and maintaining effective relationships with both medical staff and patients.
• Empathetic and patient-centric, ensuring that all patient interactions are handled with care and respect.
• Additional Competencies:
• Commitment to continuous professional development in healthcare administration.
• Ethical mindset with a strong commitment to upholding patient privacy and adhering to data protection regulations.

Qualifications

Essential

• Core GCSE qualification
• additional certification or training in Office Management, Business Administration, or a related field is preferable.

Desirable

• Proven experience in an administrative role within a healthcare setting
• Excellent verbal and written communication skills

Experience

Essential

• Analytical Abilities:
• Strong analytical skills, with the ability to interpret data and clinical reports, aiding in effective decision-making and administrative support.
• Skill in identifying inefficiencies in data management and proposing effective solutions.
• Problem-Solving Skills:
• Proactive problem solver, able to identify issues within administrative processes and implement timely solutions.
• Capability to manage multiple administrative tasks simultaneously while maintaining high standards of accuracy and compliance.
• Adaptability:
• Flexible and adaptable to new systems and protocols, with the ability to learn quickly and implement changes to administrative procedures.
• Comfortable working independently or as part of a team, and able to support a range of departments with various administrative needs.
• Interpersonal Skills:
• Strong interpersonal skills, capable of building and maintaining effective relationships with both medical staff and patients.
• Empathetic and patient-centric, ensuring that all patient interactions are handled with care and respect.
• Additional Competencies:
• Commitment to continuous professional development in healthcare administration.
• Ethical mindset with a strong commitment to upholding patient privacy and adhering to data protection regulations.

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

Fuller and Forbes Partnership

Address

Mayflower Medical Group

Stirling Road

Plymouth

PL5 1PL

Employer's website

http://bramleyonline.co.uk/ (Opens in a new tab)