Job description

Job responsibilities

Ensure that nothing you do, or omit to do, puts the safety of yourself or others at risk; or compromises a patients' right to confidentiality; or the security of the premises and its contents at all times.

To work flexibly to support the needs of the GPs and the services provided to our patients.

To maintain a comprehensive service to GPs and the Health Centre in line with existing and changing protocols.

To be responsible for the delivery of accurate referral letters and other correspondence using the Electronic Referral Service.

Type/word process referral letters, reports and GP's correspondence as required from audio and manuscript.

To acquire and develop new skills to ensure a constant review and updating of practices and procedures as required.

To update and maintain standard operating procedures and train others as required.

Prepare invoices for private medical services; reconciling non NHS income from patients and other organisations, in c_onjunction with the Practice Manager.

Complete fee claims in conjunction with the Practice Manager following completion of medical information by GP for patients meeting criteria.

Ensure all confidential waste is shredded and disposed of so as not to compromise confidentiality.

Manage the distribution of deliveries, checking/authorising delivery notes and liaising with suppliers.

General secretarial duties including filing, reports, minute preparation, scanning etc.

Work with the Practice Manager to understand daily priorities and therefore plan accordingly

Work as part of a team on Document Workflow, ensuring that infomation received from other organisations is read coded, addressed/actioned accordingly within agreed timescales so as not to compromise patient safety.

Work as part of a team to undertake insurance, medical, subject access reports in adherence with GDPR compliance and agreed timescales. We currently use an electronic system iGPR to manage this.

To act as a point of contact for GPs, patients, relatives and other external bodies.

Ensure that patients and other persons telephoning or calling in to the Health Centre are treated courteously, promptly, efficiently and professionally regardless of their age, race, sex or attitude.

Deal with telephone enquiries from hospitals, patients, outside agencies and communicate messages accurately and professionally, taking action as necessary ensuring a full audit trail.

Arrange urgent outpatient appointments and domiciliary visits.

Arrange urgent referrals and keep records of all patients referred under 2 week wait rule.

Arrange hospital transport for patients who fulfil the criteria.

Arrange despatch of completed General Practitioner Reports, ensuring consent form has been received and arranging for patient to view the report if requested.

Action requests for DS1500 forms.

Attend staff meeting and training sessions as and when necessary.

Take notes and transcribe minutes of meetings and carry out any follow up action as required.

Open and distribute incoming mail. Deal with outgoing mail.

Maintain efficient office filing and information systems.

Ensure accurate input of information to medical computer system and that all data input is read coded to make sure that clinical audit and research can be performed.

Participate in the formulation of new systems and procedures and implement any such developments in order to maintain the most appropriate and effective medical secretarial/administrative support to the Practice.

Awareness of current issues and to support personal development by attending relevant training sessions.

Participate in Annual Staff Appraisal.

Manage appropriate projects/tasks delegated by Practice Manager/GP with only broad procedural guidelines and without any direct supervision to ensure that an efficient quality outcome is provided.

Undertake mandatory training required by the practice.

Assist in the training and development of other staff.

Comply with Health and Safety Policy and Procedure.

Have an understanding and adhere to GDPR compliance.

Undertake any other duties within the general scope of the post and appropriate to the grading in accordance with the Practice Manager. This may include covering in Reception if and when required.

The following are the core responsibilities of the Medical Summariser. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

The following are the core responsibilities of the Medical Summariser. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Reviewing both paper and electronic records of new patients to surgery

b. Accurately summarising patients Major and Minor conditions in adherence to practice policy

c. Altering and/or adding recalls from previous practice to be compliant with our own standards

d. Updating electronic vaccinations records from the old paper notes

e. Review clinical letters already on new patients records from the date of when the record was last summarised

f. Accurately SNOMED CT coding data on the clinical IT system as appropriate

g. Reviewing progress of summarising, ensuring practice targets are achieved

h. Process incoming clinical letters ensuring they are processed appropriately in line with extant protocols

i. File and store records as required

j. Photocopy documentation as required

k. Action all incoming correspondence, emails and mail in a timely manner

l. Scan patient related documentation and attach scanned documents to patients healthcare records

m. Input data into patients healthcare records as necessary

n. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

o. Conduct system searches as requested

p. Maintain a clean, tidy, effective working area at all times

q. Support all clinical staff with general administrative tasks as requested

Job responsibilities

Ensure that nothing you do, or omit to do, puts the safety of yourself or others at risk; or compromises a patients' right to confidentiality; or the security of the premises and its contents at all times.

To work flexibly to support the needs of the GPs and the services provided to our patients.

To maintain a comprehensive service to GPs and the Health Centre in line with existing and changing protocols.

To be responsible for the delivery of accurate referral letters and other correspondence using the Electronic Referral Service.

Type/word process referral letters, reports and GP's correspondence as required from audio and manuscript.

To acquire and develop new skills to ensure a constant review and updating of practices and procedures as required.

To update and maintain standard operating procedures and train others as required.

Prepare invoices for private medical services; reconciling non NHS income from patients and other organisations, in c_onjunction with the Practice Manager.

Complete fee claims in conjunction with the Practice Manager following completion of medical information by GP for patients meeting criteria.

Ensure all confidential waste is shredded and disposed of so as not to compromise confidentiality.

Manage the distribution of deliveries, checking/authorising delivery notes and liaising with suppliers.

General secretarial duties including filing, reports, minute preparation, scanning etc.

Work with the Practice Manager to understand daily priorities and therefore plan accordingly

Work as part of a team on Document Workflow, ensuring that infomation received from other organisations is read coded, addressed/actioned accordingly within agreed timescales so as not to compromise patient safety.

Work as part of a team to undertake insurance, medical, subject access reports in adherence with GDPR compliance and agreed timescales. We currently use an electronic system iGPR to manage this.

To act as a point of contact for GPs, patients, relatives and other external bodies.

Ensure that patients and other persons telephoning or calling in to the Health Centre are treated courteously, promptly, efficiently and professionally regardless of their age, race, sex or attitude.

Deal with telephone enquiries from hospitals, patients, outside agencies and communicate messages accurately and professionally, taking action as necessary ensuring a full audit trail.

Arrange urgent outpatient appointments and domiciliary visits.

Arrange urgent referrals and keep records of all patients referred under 2 week wait rule.

Arrange hospital transport for patients who fulfil the criteria.

Arrange despatch of completed General Practitioner Reports, ensuring consent form has been received and arranging for patient to view the report if requested.

Action requests for DS1500 forms.

Attend staff meeting and training sessions as and when necessary.

Take notes and transcribe minutes of meetings and carry out any follow up action as required.

Open and distribute incoming mail. Deal with outgoing mail.

Maintain efficient office filing and information systems.

Ensure accurate input of information to medical computer system and that all data input is read coded to make sure that clinical audit and research can be performed.

Participate in the formulation of new systems and procedures and implement any such developments in order to maintain the most appropriate and effective medical secretarial/administrative support to the Practice.

Awareness of current issues and to support personal development by attending relevant training sessions.

Participate in Annual Staff Appraisal.

Manage appropriate projects/tasks delegated by Practice Manager/GP with only broad procedural guidelines and without any direct supervision to ensure that an efficient quality outcome is provided.

Undertake mandatory training required by the practice.

Assist in the training and development of other staff.

Comply with Health and Safety Policy and Procedure.

Have an understanding and adhere to GDPR compliance.

Undertake any other duties within the general scope of the post and appropriate to the grading in accordance with the Practice Manager. This may include covering in Reception if and when required.

The following are the core responsibilities of the Medical Summariser. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

The following are the core responsibilities of the Medical Summariser. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. Reviewing both paper and electronic records of new patients to surgery

b. Accurately summarising patients Major and Minor conditions in adherence to practice policy

c. Altering and/or adding recalls from previous practice to be compliant with our own standards

d. Updating electronic vaccinations records from the old paper notes

e. Review clinical letters already on new patients records from the date of when the record was last summarised

f. Accurately SNOMED CT coding data on the clinical IT system as appropriate

g. Reviewing progress of summarising, ensuring practice targets are achieved

h. Process incoming clinical letters ensuring they are processed appropriately in line with extant protocols

i. File and store records as required

j. Photocopy documentation as required

k. Action all incoming correspondence, emails and mail in a timely manner

l. Scan patient related documentation and attach scanned documents to patients healthcare records

m. Input data into patients healthcare records as necessary

n. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

o. Conduct system searches as requested

p. Maintain a clean, tidy, effective working area at all times

q. Support all clinical staff with general administrative tasks as requested

Person Specification

Qualifications

Essential

• The person specification for the role of a Medical Summariser includes essential and desirable qualifications, experience, and skills. The essential qualifications include being educated to GCSE level or equivalent in Mathematics and English (grade C or above). Desirable qualifications include an NVQ Level 2 in Health and Social Care and a qualification in medical records summarisation.
• In terms of experience, it is essential to have experience working with the general public and in administrative duties. Experience in a healthcare setting is also desirable.
• The essential skills for this role include excellent communication skills (both written and oral), strong IT skills, a clear and polite telephone manner, and competence in the use of MS Office applications. Desirable skills include clinical IT system user skills and an understanding of clinical coding. Additionally, effective time management (planning and organising), the ability to work as both a team member and independently, and good interpersonal skills are all essential for this role.

Qualifications

Essential

• The person specification for the role of a Medical Summariser includes essential and desirable qualifications, experience, and skills. The essential qualifications include being educated to GCSE level or equivalent in Mathematics and English (grade C or above). Desirable qualifications include an NVQ Level 2 in Health and Social Care and a qualification in medical records summarisation.
• In terms of experience, it is essential to have experience working with the general public and in administrative duties. Experience in a healthcare setting is also desirable.
• The essential skills for this role include excellent communication skills (both written and oral), strong IT skills, a clear and polite telephone manner, and competence in the use of MS Office applications. Desirable skills include clinical IT system user skills and an understanding of clinical coding. Additionally, effective time management (planning and organising), the ability to work as both a team member and independently, and good interpersonal skills are all essential for this role.

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

SWALLOWNEST HEALTH CENTRE

Address

Worksop Road

Swallownest

Sheffield

S26 4WD

Employer's website

https://swallownesthealthcentre.co.uk/ (Opens in a new tab)