Patient Administrator

An opportunity has arisen at StaffaHealth to join the Patient Admin team. We are looking for an enthusiastic, conscientious person to join the scanning and coding team to work 37.5 hours per week. The post holder will be responsible for dealing with a wide range of clinical correspondence. You will scan & code letters and action the information in the correspondence where appropriate. You will code and summarise patient records that are newly registered to the practice, and undertake other admin duties to support colleagues. The role also requires you to deal with queries from the health professionals within the practice, support patients with enquiries.

To be successful in this role you will have excellent communication skills, well developed typing and word processing skills and proven experience of managing your own time and workload in a busy office environment. You will be highly organised with excellent attention to detail and accuracy. You will have experience of Microsoft Office systems, including Word, Excel and Outlook. Previous experience using our clinical system SystmOne is desirable but not essential as full training will be given. You will be able to work under your own initiative but also work closely with other members of the administration team.

Main duties of the job:

• Scanning of letters and other relevant correspondence into patients notes.
• Extraction of necessary data from clinical correspondence and input into electronic patient record, read coding where required.
• Actioning tasks from incoming correspondence where appropriate and organising further action from other members of the practice team where required.
• Summarising patients notes.
• Monitoring progress of notes summarising against practice targets.
• Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to.
• Ensure correspondence, reports, results etc. are filed in correct records.
• Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
• Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
• Deal with tasks, messages, emails and voicemails in a timely manner.
• Establish and maintain spreadsheets and databases and paper based filing and administrative systems so that written or computer information is logged, easily accessible and secure.
• To assist with the gathering of statistics and information when required.
• Ensure security of data at all times.
• Provide cover for members of the administration / secretarial team during periods of sickness and annual leave.

Person Specification:

• Experience in customer care or administration work with patients in a Primary Care environment.
• Office and administration work.
• Working in a team.
• Working with Windows and Microsoft Office.
• Administration / data quality / coding / summarising worked in a Primary Care organisation.
• Familiar with all functions of the clinical system and their application.

Knowledge:

• Understanding of Primary Care.
• Understanding of medical terminology.
• Understanding of equal opportunity and diversity issues.
• Aware of data security requirements.

Skills:

• Excellent organisational ability.
• Excellent attention to detail and accuracy in recording information.
• Excellent interpersonal, verbal and written communication skills.
• Library & indexing skills/ knows ABC.
• Ability to work without supervision.
• Numeracy.
• Able to establish and maintain effective communication pathways within the organisation and with external stakeholders.
• Self-motivation.
• Clinical software skills.
• Advanced IT skills.
• Trained typist.

Qualifications:

• English and maths GCSE at level C or above or the equivalent.
• NVQ in business or administration or equivalent.
• IT certificates in Microsoft office packages.
• Medical terminology training certificate.
• Evidence of other further training and personal development undertaken.

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.