Coltishall Medical Practice r5ENTruU
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The following are the core responsibilities of the clinical coder.
Job summaryThedoctors, nurses and practice team at Coltishall Medical Practice rely heavilyon the administration team to provide safe and high quality care toour patients. We currently have a team of 4 Clinical Administrators and 1 Secretary, we are looking for an additional Clinical Administrator / General Practice Assistant (GPA), working 37 hours per week Monday to Friday (between 8.30am - 6.30pm). The successful candidate will ideally have NHS experience, a knowledge of medicalterminology and clinical systems but full training will be given.
Main duties of the job
Clinical Administrators/General Practice Assistants (GPAs), support the smooth running of clinics by performing more routine administration on behalf of the GP, freeing up their time to focus on the patient. The job will require you to:
- Arrange appointments, referrals, tests and follow up appointments of patients.
- Complete basic (non-opinion) forms and core elements of some forms for the GP to approve and sign, such as insurance forms, mortgage, benefit agency forms etc.
- Help the GP liaise with outside agencies.
- Sort clinical post/incoming documents and prioritise for the GP, signposting some post to other members of staff.
- Extract information from clinical letters that need coding; adding this to patient notes. Support with QOF reviews.
- Assist with the management of patient records.
- Assist with administrative tasks, such as managing workload, charging fees and assisting with meeting management.
About us
Coltishall Medical Practice is a busy and friendly GP practicewith 7 GPs, 1 ANP and Practice Nurse team supported by an excellent administrativeteam. Based on the Norfolk Broads with a largely rural population we work hardto provide high quality services to a patient list size approaching 9000. Forfurther information about our practice please visit our website www.jobsincare.com/job/jI7ynyWK description
Job responsibilities
The ClinicalAdministrator / General Practice Assistant (GPA) will support the smoothrunning of clinics by performing more routine administration and clinical taskson behalf of the GP, freeing up their time to focus on the patient.
The job willrequire you to:
Arranging appointments,referrals, tests and follow up appointments of patients:
- Identifyand enter key clinical information into the Emis Web clinical system inaccordance with the Practice note summarising and clinical codingprotocol.
- Ensuringreferral proformas and templates are maintained and kept up to date usingKnowledge Anglia as appropriate.
- Identify,complete referrals on system. Initiate and complete all referrals on eReferralssystem ensuring that all supporting documentation attached/sent within requiredtimescales.
- Audio-typeletters, reports etc. and copy typing as required/requested.
- Recordall referrals and appointments for audit purposes.
- Keepinga log of all 2 week wait referrals to ensure they have an appointment bookedand we receive a letter from the hospital once the patient has been seen.
- Dealwith any referrer action required warnings generated by the eReferrals system.
- Answerpatients enquiries and offer advice, within limits of knowledge, in a helpfulconfidential and courteous manner.
Completing basic (non-opinion)forms and core elements of some forms for the GP to approve and sign, such asinsurance forms, mortgage, benefit agency forms, etc:
- Providingcopies of medical records requested by various organisations, recording eachstage of the process and utilising iGPR system where appropriate.
- Arrangingand checking GP completion of medical reports as requested by insurance and anyother source, ensuring correct fee invoiced as appropriate and logged to ensurepayment received.
- Arrangingcompletion of and invoicing for DVLA & DWP forms.
- Obtainpatients written consent before supplying outside organisations with copies ofmedical records, reports etc.
- Helping theGP liaise with outside agencies, e.g. getting an on call doctor on the phone toask advice or arrange admission while the GP can continue with theirconsultation(s):
- Liaisewith community services and other attached services as appropriate.
- Liaisewith doctors/secretaries at the hospital.
- Tobe aware at all times of which doctor is on call, his whereabouts and knowingwhich doctors are working at any given time.
Sortingclinical post and prioritising for the GP. Signposting some post to othermembers of staff:
- Takingthe post, franking post, topping up franking machine with credit and orderingsupplies
- Extractinginformation from clinical letters that need coding; adding this to patientnotes. Supporting with QOF reviews:
- Toensure that all incoming correspondence is coded appropriately, including QOFinformation, and sent by workflow system (Docman) where appropriate, forclinicians to action any other directions in a timely way.
- Usingcomputer to access, extract and enter patient information.
- Regularquality check of referral coding and deductions.
Assistingwith the management of patient records:
- Tocompile a comprehensive and chronological medical summary from new patientrecords and GP2GP.
- Managingdeceased and departing patient records, deducting from relevant medicalsystems, checking, and sending records to Primary Care Support Services(Capita).
- Dealingwith queries as appropriate with Primary Care Support Services (Capita).
- Sendingaddress query and change letters and maintaining records on spreadsheet,following process as required to deduct.
- UtilisePCSE portal to order bags for transporting patient records. Request labels fordeducted notes if required.
Assisting with administrative tasks, suchas managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providingadministrative support as required, in line with the needs of the practice.
- Actionany workflow tasks, Footfall and deal with any Docman workflow tasks in atimely manner.
- Tobe aware of the private fee structure. Review and increase fees with theBusiness Manager and send out updated fee list to all staff.
- Maintainlog of any fees that have not been charged. Advise Business Manager of anyconcerns.
- Organisingmeeting dates, typing minutes for all meetings and keeping electronic recordsfor these.
- UsingMJOG/Accurx to contact patients by text message where appropriate.
Inundertaking this role, the Clinical Administrator / GPA must:
- Ensurepatient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when notat your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. 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. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Job description
Job responsibilities
The ClinicalAdministrator / General Practice Assistant (GPA) will support the smoothrunning of clinics by performing more routine administration and clinical taskson behalf of the GP, freeing up their time to focus on the patient.
The job willrequire you to:
Arranging appointments,referrals, tests and follow up appointments of patients:
- Identifyand enter key clinical information into the Emis Web clinical system inaccordance with the Practice note summarising and clinical codingprotocol.
- Ensuringreferral proformas and templates are maintained and kept up to date usingKnowledge Anglia as appropriate.
- Identify,complete referrals on system. Initiate and complete all referrals on eReferralssystem ensuring that all supporting documentation attached/sent within requiredtimescales.
- Audio-typeletters, reports etc. and copy typing as required/requested.
- Recordall referrals and appointments for audit purposes.
- Keepinga log of all 2 week wait referrals to ensure they have an appointment bookedand we receive a letter from the hospital once the patient has been seen.
- Dealwith any referrer action required warnings generated by the eReferrals system.
- Answerpatients enquiries and offer advice, within limits of knowledge, in a helpfulconfidential and courteous manner.
Completing basic (non-opinion)forms and core elements of some forms for the GP to approve and sign, such asinsurance forms, mortgage, benefit agency forms, etc:
- Providingcopies of medical records requested by various organisations, recording eachstage of the process and utilising iGPR system where appropriate.
- Arrangingand checking GP completion of medical reports as requested by insurance and anyother source, ensuring correct fee invoiced as appropriate and logged to ensurepayment received.
- Arrangingcompletion of and invoicing for DVLA & DWP forms.
- Obtainpatients written consent before supplying outside organisations with copies ofmedical records, reports etc.
- Helping theGP liaise with outside agencies, e.g. getting an on call doctor on the phone toask advice or arrange admission while the GP can continue with theirconsultation(s):
- Liaisewith community services and other attached services as appropriate.
- Liaisewith doctors/secretaries at the hospital.
- Tobe aware at all times of which doctor is on call, his whereabouts and knowingwhich doctors are working at any given time.
Sortingclinical post and prioritising for the GP. Signposting some post to othermembers of staff:
- Takingthe post, franking post, topping up franking machine with credit and orderingsupplies
- Extractinginformation from clinical letters that need coding; adding this to patientnotes. Supporting with QOF reviews:
- Toensure that all incoming correspondence is coded appropriately, including QOFinformation, and sent by workflow system (Docman) where appropriate, forclinicians to action any other directions in a timely way.
- Usingcomputer to access, extract and enter patient information.
- Regularquality check of referral coding and deductions.
Assistingwith the management of patient records:
- Tocompile a comprehensive and chronological medical summary from new patientrecords and GP2GP.
- Managingdeceased and departing patient records, deducting from relevant medicalsystems, checking, and sending records to Primary Care Support Services(Capita).
- Dealingwith queries as appropriate with Primary Care Support Services (Capita).
- Sendingaddress query and change letters and maintaining records on spreadsheet,following process as required to deduct.
- UtilisePCSE portal to order bags for transporting patient records. Request labels fordeducted notes if required.
Assisting with administrative tasks, suchas managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providingadministrative support as required, in line with the needs of the practice.
- Actionany workflow tasks, Footfall and deal with any Docman workflow tasks in atimely manner.
- Tobe aware of the private fee structure. Review and increase fees with theBusiness Manager and send out updated fee list to all staff.
- Maintainlog of any fees that have not been charged. Advise Business Manager of anyconcerns.
- Organisingmeeting dates, typing minutes for all meetings and keeping electronic recordsfor these.
- UsingMJOG/Accurx to contact patients by text message where appropriate.
Inundertaking this role, the Clinical Administrator / GPA must:
- Ensurepatient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when notat your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. 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. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Person Specification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative, prepared to work flexible hours
- Motivated
- High levels of integrity (confidentiality & discretion) and loyalty
- Ability to work under pressure
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- EMIS Web user skills
- Understanding of clinical coding & medical terminology
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Essential
- Experience of administrative duties
- Experience of working in a service environment
- Experience of working in a health care setting
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative, prepared to work flexible hours
- Motivated
- High levels of integrity (confidentiality & discretion) and loyalty
- Ability to work under pressure
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- EMIS Web user skills
- Understanding of clinical coding & medical terminology
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Essential
- Experience of administrative duties
- Experience of working in a service environment
- Experience of working in a health care setting
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) 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
Coltishall Medical Practice
Address
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Employer's website
Job summary
Thedoctors, nurses and practice team at Coltishall Medical Practice rely heavilyon the administration team to provide safe and high quality care toour patients. We currently have a team of 4 Clinical Administrators and 1 Secretary, we are looking for an additional Clinical Administrator / General Practice Assistant (GPA), working 37 hours per week Monday to Friday (between 8.30am - 6.30pm). The successful candidate will ideally have NHS experience, a knowledge of medicalterminology and clinical systems but full training will be given.
Main duties of the job
Clinical Administrators/General Practice Assistants (GPAs), support the smooth running of clinics by performing more routine administration on behalf of the GP, freeing up their time to focus on the patient. The job will require you to:
- Arrange appointments, referrals, tests and follow up appointments of patients.
- Complete basic (non-opinion) forms and core elements of some forms for the GP to approve and sign, such as insurance forms, mortgage, benefit agency forms etc.
- Help the GP liaise with outside agencies.
- Sort clinical post/incoming documents and prioritise for the GP, signposting some post to other members of staff.
- Extract information from clinical letters that need coding; adding this to patient notes. Support with QOF reviews.
- Assist with the management of patient records.
- Assist with administrative tasks, such as managing workload, charging fees and assisting with meeting management.
About us
Coltishall Medical Practice is a busy and friendly GP practicewith 7 GPs, 1 ANP and Practice Nurse team supported by an excellent administrativeteam. Based on the Norfolk Broads with a largely rural population we work hardto provide high quality services to a patient list size approaching 9000. Forfurther information about our practice please visit our website www.jobsincare.com/job/jI7ynyWK description
Job responsibilities
The ClinicalAdministrator / General Practice Assistant (GPA) will support the smoothrunning of clinics by performing more routine administration and clinical taskson behalf of the GP, freeing up their time to focus on the patient.
The job willrequire you to:
Arranging appointments,referrals, tests and follow up appointments of patients:
- Identifyand enter key clinical information into the Emis Web clinical system inaccordance with the Practice note summarising and clinical codingprotocol.
- Ensuringreferral proformas and templates are maintained and kept up to date usingKnowledge Anglia as appropriate.
- Identify,complete referrals on system. Initiate and complete all referrals on eReferralssystem ensuring that all supporting documentation attached/sent within requiredtimescales.
- Audio-typeletters, reports etc. and copy typing as required/requested.
- Recordall referrals and appointments for audit purposes.
- Keepinga log of all 2 week wait referrals to ensure they have an appointment bookedand we receive a letter from the hospital once the patient has been seen.
- Dealwith any referrer action required warnings generated by the eReferrals system.
- Answerpatients enquiries and offer advice, within limits of knowledge, in a helpfulconfidential and courteous manner.
Completing basic (non-opinion)forms and core elements of some forms for the GP to approve and sign, such asinsurance forms, mortgage, benefit agency forms, etc:
- Providingcopies of medical records requested by various organisations, recording eachstage of the process and utilising iGPR system where appropriate.
- Arrangingand checking GP completion of medical reports as requested by insurance and anyother source, ensuring correct fee invoiced as appropriate and logged to ensurepayment received.
- Arrangingcompletion of and invoicing for DVLA & DWP forms.
- Obtainpatients written consent before supplying outside organisations with copies ofmedical records, reports etc.
- Helping theGP liaise with outside agencies, e.g. getting an on call doctor on the phone toask advice or arrange admission while the GP can continue with theirconsultation(s):
- Liaisewith community services and other attached services as appropriate.
- Liaisewith doctors/secretaries at the hospital.
- Tobe aware at all times of which doctor is on call, his whereabouts and knowingwhich doctors are working at any given time.
Sortingclinical post and prioritising for the GP. Signposting some post to othermembers of staff:
- Takingthe post, franking post, topping up franking machine with credit and orderingsupplies
- Extractinginformation from clinical letters that need coding; adding this to patientnotes. Supporting with QOF reviews:
- Toensure that all incoming correspondence is coded appropriately, including QOFinformation, and sent by workflow system (Docman) where appropriate, forclinicians to action any other directions in a timely way.
- Usingcomputer to access, extract and enter patient information.
- Regularquality check of referral coding and deductions.
Assistingwith the management of patient records:
- Tocompile a comprehensive and chronological medical summary from new patientrecords and GP2GP.
- Managingdeceased and departing patient records, deducting from relevant medicalsystems, checking, and sending records to Primary Care Support Services(Capita).
- Dealingwith queries as appropriate with Primary Care Support Services (Capita).
- Sendingaddress query and change letters and maintaining records on spreadsheet,following process as required to deduct.
- UtilisePCSE portal to order bags for transporting patient records. Request labels fordeducted notes if required.
Assisting with administrative tasks, suchas managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providingadministrative support as required, in line with the needs of the practice.
- Actionany workflow tasks, Footfall and deal with any Docman workflow tasks in atimely manner.
- Tobe aware of the private fee structure. Review and increase fees with theBusiness Manager and send out updated fee list to all staff.
- Maintainlog of any fees that have not been charged. Advise Business Manager of anyconcerns.
- Organisingmeeting dates, typing minutes for all meetings and keeping electronic recordsfor these.
- UsingMJOG/Accurx to contact patients by text message where appropriate.
Inundertaking this role, the Clinical Administrator / GPA must:
- Ensurepatient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when notat your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. 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. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Job description
Job responsibilities
The ClinicalAdministrator / General Practice Assistant (GPA) will support the smoothrunning of clinics by performing more routine administration and clinical taskson behalf of the GP, freeing up their time to focus on the patient.
The job willrequire you to:
Arranging appointments,referrals, tests and follow up appointments of patients:
- Identifyand enter key clinical information into the Emis Web clinical system inaccordance with the Practice note summarising and clinical codingprotocol.
- Ensuringreferral proformas and templates are maintained and kept up to date usingKnowledge Anglia as appropriate.
- Identify,complete referrals on system. Initiate and complete all referrals on eReferralssystem ensuring that all supporting documentation attached/sent within requiredtimescales.
- Audio-typeletters, reports etc. and copy typing as required/requested.
- Recordall referrals and appointments for audit purposes.
- Keepinga log of all 2 week wait referrals to ensure they have an appointment bookedand we receive a letter from the hospital once the patient has been seen.
- Dealwith any referrer action required warnings generated by the eReferrals system.
- Answerpatients enquiries and offer advice, within limits of knowledge, in a helpfulconfidential and courteous manner.
Completing basic (non-opinion)forms and core elements of some forms for the GP to approve and sign, such asinsurance forms, mortgage, benefit agency forms, etc:
- Providingcopies of medical records requested by various organisations, recording eachstage of the process and utilising iGPR system where appropriate.
- Arrangingand checking GP completion of medical reports as requested by insurance and anyother source, ensuring correct fee invoiced as appropriate and logged to ensurepayment received.
- Arrangingcompletion of and invoicing for DVLA & DWP forms.
- Obtainpatients written consent before supplying outside organisations with copies ofmedical records, reports etc.
- Helping theGP liaise with outside agencies, e.g. getting an on call doctor on the phone toask advice or arrange admission while the GP can continue with theirconsultation(s):
- Liaisewith community services and other attached services as appropriate.
- Liaisewith doctors/secretaries at the hospital.
- Tobe aware at all times of which doctor is on call, his whereabouts and knowingwhich doctors are working at any given time.
Sortingclinical post and prioritising for the GP. Signposting some post to othermembers of staff:
- Takingthe post, franking post, topping up franking machine with credit and orderingsupplies
- Extractinginformation from clinical letters that need coding; adding this to patientnotes. Supporting with QOF reviews:
- Toensure that all incoming correspondence is coded appropriately, including QOFinformation, and sent by workflow system (Docman) where appropriate, forclinicians to action any other directions in a timely way.
- Usingcomputer to access, extract and enter patient information.
- Regularquality check of referral coding and deductions.
Assistingwith the management of patient records:
- Tocompile a comprehensive and chronological medical summary from new patientrecords and GP2GP.
- Managingdeceased and departing patient records, deducting from relevant medicalsystems, checking, and sending records to Primary Care Support Services(Capita).
- Dealingwith queries as appropriate with Primary Care Support Services (Capita).
- Sendingaddress query and change letters and maintaining records on spreadsheet,following process as required to deduct.
- UtilisePCSE portal to order bags for transporting patient records. Request labels fordeducted notes if required.
Assisting with administrative tasks, suchas managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providingadministrative support as required, in line with the needs of the practice.
- Actionany workflow tasks, Footfall and deal with any Docman workflow tasks in atimely manner.
- Tobe aware of the private fee structure. Review and increase fees with theBusiness Manager and send out updated fee list to all staff.
- Maintainlog of any fees that have not been charged. Advise Business Manager of anyconcerns.
- Organisingmeeting dates, typing minutes for all meetings and keeping electronic recordsfor these.
- UsingMJOG/Accurx to contact patients by text message where appropriate.
Inundertaking this role, the Clinical Administrator / GPA must:
- Ensurepatient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when notat your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. 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. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Person Specification
Personal Qualities
Essential
Essential
Essential
Essential
Essential
Personal Qualities
Essential
Essential
Essential
Essential
Essential
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
Coltishall Medical Practice
Address
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Employer's website
Thedoctors, nurses and practice team at Coltishall Medical Practice rely heavilyon the administration team to provide safe and high quality care toour patients. We currently have a team of 4 Clinical Administrators and 1 Secretary, we are looking for an additional Clinical Administrator / General Practice Assistant (GPA), working 37 hours per week Monday to Friday (between 8.30am - 6.30pm). The successful candidate will ideally have NHS experience, a knowledge of medicalterminology and clinical systems but full training will be given.
Main duties of the job
Clinical Administrators/General Practice Assistants (GPAs), support the smooth running of clinics by performing more routine administration on behalf of the GP, freeing up their time to focus on the patient. The job will require you to:
- Arrange appointments, referrals, tests and follow up appointments of patients.
- Complete basic (non-opinion) forms and core elements of some forms for the GP to approve and sign, such as insurance forms, mortgage, benefit agency forms etc.
- Help the GP liaise with outside agencies.
- Sort clinical post/incoming documents and prioritise for the GP, signposting some post to other members of staff.
- Extract information from clinical letters that need coding; adding this to patient notes. Support with QOF reviews.
- Assist with the management of patient records.
- Assist with administrative tasks, such as managing workload, charging fees and assisting with meeting management.
About us
Coltishall Medical Practice is a busy and friendly GP practicewith 7 GPs, 1 ANP and Practice Nurse team supported by an excellent administrativeteam. Based on the Norfolk Broads with a largely rural population we work hardto provide high quality services to a patient list size approaching 9000. Forfurther information about our practice please visit our website www.jobsincare.com/job/jI7ynyWK description
Job responsibilities
The ClinicalAdministrator / General Practice Assistant (GPA) will support the smoothrunning of clinics by performing more routine administration and clinical taskson behalf of the GP, freeing up their time to focus on the patient.
The job willrequire you to:
Arranging appointments,referrals, tests and follow up appointments of patients:
- Identifyand enter key clinical information into the Emis Web clinical system inaccordance with the Practice note summarising and clinical codingprotocol.
- Ensuringreferral proformas and templates are maintained and kept up to date usingKnowledge Anglia as appropriate.
- Identify,complete referrals on system. Initiate and complete all referrals on eReferralssystem ensuring that all supporting documentation attached/sent within requiredtimescales.
- Audio-typeletters, reports etc. and copy typing as required/requested.
- Recordall referrals and appointments for audit purposes.
- Keepinga log of all 2 week wait referrals to ensure they have an appointment bookedand we receive a letter from the hospital once the patient has been seen.
- Dealwith any referrer action required warnings generated by the eReferrals system.
- Answerpatients enquiries and offer advice, within limits of knowledge, in a helpfulconfidential and courteous manner.
Completing basic (non-opinion)forms and core elements of some forms for the GP to approve and sign, such asinsurance forms, mortgage, benefit agency forms, etc:
- Providingcopies of medical records requested by various organisations, recording eachstage of the process and utilising iGPR system where appropriate.
- Arrangingand checking GP completion of medical reports as requested by insurance and anyother source, ensuring correct fee invoiced as appropriate and logged to ensurepayment received.
- Arrangingcompletion of and invoicing for DVLA & DWP forms.
- Obtainpatients written consent before supplying outside organisations with copies ofmedical records, reports etc.
- Helping theGP liaise with outside agencies, e.g. getting an on call doctor on the phone toask advice or arrange admission while the GP can continue with theirconsultation(s):
- Liaisewith community services and other attached services as appropriate.
- Liaisewith doctors/secretaries at the hospital.
- Tobe aware at all times of which doctor is on call, his whereabouts and knowingwhich doctors are working at any given time.
Sortingclinical post and prioritising for the GP. Signposting some post to othermembers of staff:
- Takingthe post, franking post, topping up franking machine with credit and orderingsupplies
- Extractinginformation from clinical letters that need coding; adding this to patientnotes. Supporting with QOF reviews:
- Toensure that all incoming correspondence is coded appropriately, including QOFinformation, and sent by workflow system (Docman) where appropriate, forclinicians to action any other directions in a timely way.
- Usingcomputer to access, extract and enter patient information.
- Regularquality check of referral coding and deductions.
Assistingwith the management of patient records:
- Tocompile a comprehensive and chronological medical summary from new patientrecords and GP2GP.
- Managingdeceased and departing patient records, deducting from relevant medicalsystems, checking, and sending records to Primary Care Support Services(Capita).
- Dealingwith queries as appropriate with Primary Care Support Services (Capita).
- Sendingaddress query and change letters and maintaining records on spreadsheet,following process as required to deduct.
- UtilisePCSE portal to order bags for transporting patient records. Request labels fordeducted notes if required.
Assisting with administrative tasks, suchas managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providingadministrative support as required, in line with the needs of the practice.
- Actionany workflow tasks, Footfall and deal with any Docman workflow tasks in atimely manner.
- Tobe aware of the private fee structure. Review and increase fees with theBusiness Manager and send out updated fee list to all staff.
- Maintainlog of any fees that have not been charged. Advise Business Manager of anyconcerns.
- Organisingmeeting dates, typing minutes for all meetings and keeping electronic recordsfor these.
- UsingMJOG/Accurx to contact patients by text message where appropriate.
Inundertaking this role, the Clinical Administrator / GPA must:
- Ensurepatient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when notat your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. 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. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Job description
Job responsibilities
The ClinicalAdministrator / General Practice Assistant (GPA) will support the smoothrunning of clinics by performing more routine administration and clinical taskson behalf of the GP, freeing up their time to focus on the patient.
The job willrequire you to:
Arranging appointments,referrals, tests and follow up appointments of patients:
- Identifyand enter key clinical information into the Emis Web clinical system inaccordance with the Practice note summarising and clinical codingprotocol.
- Ensuringreferral proformas and templates are maintained and kept up to date usingKnowledge Anglia as appropriate.
- Identify,complete referrals on system. Initiate and complete all referrals on eReferralssystem ensuring that all supporting documentation attached/sent within requiredtimescales.
- Audio-typeletters, reports etc. and copy typing as required/requested.
- Recordall referrals and appointments for audit purposes.
- Keepinga log of all 2 week wait referrals to ensure they have an appointment bookedand we receive a letter from the hospital once the patient has been seen.
- Dealwith any referrer action required warnings generated by the eReferrals system.
- Answerpatients enquiries and offer advice, within limits of knowledge, in a helpfulconfidential and courteous manner.
Completing basic (non-opinion)forms and core elements of some forms for the GP to approve and sign, such asinsurance forms, mortgage, benefit agency forms, etc:
- Providingcopies of medical records requested by various organisations, recording eachstage of the process and utilising iGPR system where appropriate.
- Arrangingand checking GP completion of medical reports as requested by insurance and anyother source, ensuring correct fee invoiced as appropriate and logged to ensurepayment received.
- Arrangingcompletion of and invoicing for DVLA & DWP forms.
- Obtainpatients written consent before supplying outside organisations with copies ofmedical records, reports etc.
- Helping theGP liaise with outside agencies, e.g. getting an on call doctor on the phone toask advice or arrange admission while the GP can continue with theirconsultation(s):
- Liaisewith community services and other attached services as appropriate.
- Liaisewith doctors/secretaries at the hospital.
- Tobe aware at all times of which doctor is on call, his whereabouts and knowingwhich doctors are working at any given time.
Sortingclinical post and prioritising for the GP. Signposting some post to othermembers of staff:
- Takingthe post, franking post, topping up franking machine with credit and orderingsupplies
- Extractinginformation from clinical letters that need coding; adding this to patientnotes. Supporting with QOF reviews:
- Toensure that all incoming correspondence is coded appropriately, including QOFinformation, and sent by workflow system (Docman) where appropriate, forclinicians to action any other directions in a timely way.
- Usingcomputer to access, extract and enter patient information.
- Regularquality check of referral coding and deductions.
Assistingwith the management of patient records:
- Tocompile a comprehensive and chronological medical summary from new patientrecords and GP2GP.
- Managingdeceased and departing patient records, deducting from relevant medicalsystems, checking, and sending records to Primary Care Support Services(Capita).
- Dealingwith queries as appropriate with Primary Care Support Services (Capita).
- Sendingaddress query and change letters and maintaining records on spreadsheet,following process as required to deduct.
- UtilisePCSE portal to order bags for transporting patient records. Request labels fordeducted notes if required.
Assisting with administrative tasks, suchas managing workload, charging fees and assisting with meeting management:
- The post-holder will also support the multi-disciplinary team, providingadministrative support as required, in line with the needs of the practice.
- Actionany workflow tasks, Footfall and deal with any Docman workflow tasks in atimely manner.
- Tobe aware of the private fee structure. Review and increase fees with theBusiness Manager and send out updated fee list to all staff.
- Maintainlog of any fees that have not been charged. Advise Business Manager of anyconcerns.
- Organisingmeeting dates, typing minutes for all meetings and keeping electronic recordsfor these.
- UsingMJOG/Accurx to contact patients by text message where appropriate.
Inundertaking this role, the Clinical Administrator / GPA must:
- Ensurepatient and practice confidentiality is maintained at all times.
- Ensure computer security is preserved when notat your screen and maintaining password security at all times.
Primary Responsibilities
The following are the core responsibilities of the clinical coder. 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. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.
b. Record information from New patient questionnaire
c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.
d. Review records to identify any apparent missing information i.e. childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.
e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.
f. Identify any screening or immunisations due i.e. cervical smears, tetanus and contact patient to arrange appointment.
g. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical code policy.
h. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.
i. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.
j. File and store records as required
k. Maintain a clean, tidy, effective working area at all times
l. Support all clinical staff with general administrative tasks as requested
Secondary Responsibilities
In addition to the primary responsibilities, the Clinical Administrator / GPA may be requested to:
a. Review and update the practice coding policy as required (in conjunction with the IT & Data Quality Manager).
b. Partake in audit as directed by the audit lead.
c. Any other duties commensurate with skills and responsibilities.
The Clinical Administrator / GPA will also be required to:
- Participate in an annual individual performance review.
- Track and record evidence of their experience against the national competency framework.
- Inform their line manager /lead GP of any concerns regarding their role and request professional development as needed.
- Be aware of their own professional boundaries and what to do when they are reached.
Additional Responsibilities
In addition to the primary and secondary responsibilities, the Clinical Administrator / GPA may also complete HEEs accredited training programme, aligned to the competency framework, equipping them with formal certification of their learning.
Following agreement between yourself and the Practice, you may also possibly undertake clinical training to enable you to:
a. Completing simple clinical observations / investigations as directed locally, such as dipstick urine, taking blood pressure, ECG, phlebotomy
b. Supporting the GP with immunisations / wound care
c. Preparing patients prior to going in to see the GP, taking a brief history and basic readings in readiness for the GP appointment
d. Explaining treatment procedures to patients
Person Specification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative, prepared to work flexible hours
- Motivated
- High levels of integrity (confidentiality & discretion) and loyalty
- Ability to work under pressure
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- EMIS Web user skills
- Understanding of clinical coding & medical terminology
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Essential
- Experience of administrative duties
- Experience of working in a service environment
- Experience of working in a health care setting
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative, prepared to work flexible hours
- Motivated
- High levels of integrity (confidentiality & discretion) and loyalty
- Ability to work under pressure
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- EMIS Web user skills
- Understanding of clinical coding & medical terminology
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Essential
- Experience of administrative duties
- Experience of working in a service environment
- Experience of working in a health care setting
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) 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
Coltishall Medical Practice
Address
St Johns Close
Coltishall
Norwich
Norfolk
NR12 7HA
Employer's website
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inNorwich
52.62929916381836 1.2978800535202026 Norwich, Norfolk, United Kingdom 
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