Administrator / Medical Secretary

This vacancy has arisen within the Practice to help manage administrativeworkflows within the practice and is a hybrid role to support both the Administration workflow for Document Management and Practice Secretary. The hours for this vacancy is between 25 to 30 hours per week.

Main duties of the job

• Scanning and filing of patientdocumentation
• Managing workflow tasks
• Emails - incoming and outgoing
• Clinical coding and summarising patientrecords in accordance with practice protocols and NHS coding standards
• Online access to medical records / proxy access requests
• Summarising new patient records
• Subject Access Requests - IGPR
• Ensure all documents are accurately matched to the correct patient record
• Handling inbound and outbound post
• EMIS workflow management, including Lab reports
• Document management Amendments
• Redacting patient information where required
• Type and format dictated letters via Lexacom system
• Formation of letters transcribed by GP in Heidi, AccuRx system
• Completion of Urgent and 2 WW referrals
• Drafting, editing and formatting documents and reports
• Sending referrals and following up on outstanding or rejected referrals
• Respond to internal queries regarding document processing
• Chase appointments and expedite when clinically required
• Contact consultants on behalf of GPs regarding patient care or queries.
• Process, advice and guidance requests
• Participate in team meetings and training activities where required
• Work collaboratively as part of the wider team
• Undertake mandatory training and continuing professional development
• Comply with Practice policies, procedures and Health and Safety requirements
• Undertake additional duties appropriate to the grade of the post

About us

Benchill Medical Practice (within Brownley Green Health Centre) is a well established, family friendly practice with a CQC rating of Good. We care for circa 10,500 patients in Wythenshawe.

The team includes a wide variety of clinical and non clinical staff roles. The practice works closely with our Primary Care Network (PCN) and local community services colleagues to provide excellent healthcare to our patients.

The health and wellbeing of staff and patients is always a main priority and the Partners work hard to provide a supportive and rewarding workplace.

Benchill Medical Practice also provides training for GP Trainees and is committed to training and development for all staff.

Brownley Green Health Centre is a modern purpose-build building with excellent facilities for staff and patients, including free on-site parking. Close to Junction 2 of the M56, Benchill has excellent road and public transport links into Manchester City Centre.

Job responsibilities

Main Duties and ResponsibilitiesDocument Management

• Scan, index and file patient documentation into the clinical system.
• Ensure all documents are accurately matched to the correct patient record.
• Process and manage document workflow tasks within EMIS.
• Maintain electronic patient records to a high standard of accuracy.
• Process document amendments and record updates as required.
• Redact patient information where appropriate and in accordance with data protection legislation.
• Handle incoming and outgoing post, ensuring timely distribution and processing.
• Manage incoming and outgoing emails and correspondence.

Clinical Coding and Summarising

• Clinically code patient information in accordance with Practice protocols and NHS coding standards.
• Summarise new patient medical records accurately and efficiently.
• Review and summarise historical patient records where required.
• Process and manage laboratory reports through EMIS workflows.
• Identify and elevate clinical information requiring urgent attention.

Medical Records and Access Requests

• Process online access requests for medical records.
• Manage proxy access applications in line with Practice policy and NHS guidance.
• Process Subject Access Requests (SARs) and Insurance/GP Reports (IGPR) in accordance with legal and contractual requirements.
• Ensure all record requests are completed within statutory timescales.

Referral Management

• Complete urgent and Two Week Wait (2WW) referrals accurately and within required timescales.
• Send referrals via appropriate systems and pathways.
• Monitor referral status and follow up on outstanding, delayed, or rejected referrals.
• Chase appointments and expedite referrals where clinically indicated.
• Process Advice and Guidance requests on behalf of clinicians.

Administrative and Secretarial Support

• Type and format dictated correspondence using the Lexacom system.
• Prepare and format letters generated through Heidi and AccuRx systems.
• Draft, edit and format documents, reports and clinical correspondence.
• Respond to internal staff queries relating to document processing and patient records.
• Communicate with secondary care providers and consultants on behalf of GPs regarding patient care, appointments and clinical queries.

Information Governance and Compliance

• Maintain strict patient confidentiality at all times.
• Ensure compliance with GDPR, Data Protection legislation, NHS Information Governance standards and Practice policies.
• Handle sensitive information securely and appropriately.
• Ensure records management processes comply with relevant NHS guidance and statutory requirements.

Team Responsibilities

• Participate in team meetings and training activities as required.
• Work collaboratively with clinicians, administrative staff, and the wider Practice team.
• Contribute to service improvement initiatives and support Practice objectives.
• Provide support and cover for colleagues where appropriate.

Professional Responsibilities

• Undertake mandatory training and Continuing Professional Development (CPD).
• Maintain knowledge of current Practice procedures, NHS guidance and relevant legislation.
• Comply with Practice policies, procedures and Health and Safety requirements.
• Undertake any other duties commensurate with the grade and responsibilities of the post.

Person Specification

Experience

• Previous experience in a medical secretarial or administrative role
• Experience managing and prioritising a varied workload in a busy office environment
• Experience working in a GP practice or NHS setting
• Experience using EMIS and other similar clinical systems
• Knowledge of medical terminology

Qualifications

• Educated to GCSE level or equivalent
• GCSE Mathematics and English (C/4 or above)
• Good standard of education with excellent literacy and numeracy skills

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.