Document Management Hub Administrator (Taunton, Yeovil or Highbridge)

Symphony Healthcare Services continues to expand the innovative way in which we manage general practice administration work. We have a well-established Document Management Hub that processes the clinical administration received from hospitals and other healthcare providers, to support our clinical teams to work to the top of their licence and focus on patient care. The Document Management Hub is split across three locations in Somerset - Yeovil, Taunton and Highbridge and the successful applicant would only need to be based at one of these locations.

We are looking for a dynamic individual with strong EMIS and coding experience to join the team to ensure its continued development and success. We are offering a full-time, fixed term contract of 37.5 hours per week. The purpose of the Document Management Hub Administrator is to encourage a collaborative environment of learning and innovation within a single geographical location supporting a group of GP practices. Effective and efficient administration is vitally important to help patients to move onto the next step in their healthcare journey safely and to provide them with access to the right information about their health when they need it.

This is achieved by the effective handling (and standardisation) of clinical documentation, patients' paper records and parts of the registration process, non‑NHS private work related to the patient as well as other administrative tasks. This administration should be processed in a timely, safe, and efficient manner, following set protocols, ensuring that medical records are kept up to date. The above‑mentioned administration tasks will be approached with a curiosity and critical perspective that supports identifying potential system and process improvements within the practice and the wider healthcare system in Somerset.

About us: Symphony Healthcare Services was established in 2016 as part of the award‑winning Symphony Programme Vanguard, developing new models of care. We now support 16 practices across Somerset providing care for over 100,000 patients. Symphony has developed a model where each practice is encouraged to operate autonomously, but as a subsidiary of NHS Somerset Foundation Trust (SFT), and with the backing and economies of scale from a central support team (particularly for HR, finance, corporate and strategic management matters). Providing NHS services is at the heart of what we do. Our vision is to ensure that primary care is sustainable for patients and practices in Somerset, and we aim to be a national exemplar for primary care provision. We work closely with our practice teams to support, develop and transform patient care and working practices with innovation and technology at our core.

Symphony welcomes applications from people of all backgrounds and underrepresented groups. When undertaking recruitment and selection for our services, Symphony is committed to equality of opportunity for all. Symphony offers a NHS or NEST Pension, a fantastic range of employee benefits and salary sacrifice schemes, along with flexible working from day of employment and an agile approach to home / office‑based working (where applicable).

Job responsibilities: See attached job description and person specification for a full list of duties, tasks and expectations.

Person Specification

• Good knowledge of Information Governance and Data Protection
• Good working knowledge and experience of patient clinical systems and how they are used in General Practice or other primary care or community services.
• Knowledge and preferably experience of General Practice and the environment and challenges they currently face.
• Demonstrate the ability to plan and organise yourself using your own initiative and understanding when you need to elevate to ensure you meet the required safety and time standards.
• Intermediate knowledge of Word and Excel.
• You will have fast and accurate keyboard skills to RSA III or equivalent.
• Ability to process correspondence including letters, clinical documents, registration information of a high complexity and containing risk issues and identified accurately and taken action.
• Curiosity to identify potential improvements and an ability to support with trials.
• Attention to detail in the reading of correspondence of all types and data entry.
• Knowledge and previous use of EMIS.
• Knowledge and previous experience in dealing with non‑NHS private work and/or have the capacity to be trained.
• Knowledge of summarising and registration processes and/or the capacity to be trained.
• Knowledge of lab results processing or the capacity to be trained.

Qualifications:

• English and Maths GCSE or equivalent (Grade A* to C)
• Business administration specific qualification.

Experience:

• You will have experience in an administrative role in general practice or in a healthcare environment.
• You will have a good knowledge of medical terminology and preferably Read coding, although training will be given.
• Ability to process varying types of correspondence including letters of a high complexity and containing risk issues and identified accurately and taken action.
• Ability to adapt to use different software systems for varying administrative tasks and/or have the capacity to be trained.
• Established experience with successful audits of your work with good knowledge of medical terminology read coding and completion of all administration tasks required or the capacity to be fully trained in these areas.
• Experience of working in primary care.
• Experience of working in a GP practice.

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.

£12.71 to £12.95 an hour- starting salary will be based on previous experience.

Contract: Permanent

Working pattern: Full‑time, Flexible working, Home or remote working.