Administration Assistant

Pershore Medical Practice; Pershore; On-site; GBP 21,000 - 23,000; Part time

Job summary

Pershore Medical Practice is seeking a Part-time Administration Assistant to support the GP partners and health professionals. The role involves ensuring the smooth day-to-day running of technical systems and providing essential administrative support, across 22.5 hours per week.

You will handle electronic and paper records, aid in coding clinical information, and maintain high data quality in line with practice policies.

Responsibilities

• Work autonomously as a member of the Administration Team providing effective administrative support.
• Manage and prioritise administrative workflows to meet timescales.
• Process and extract information from clinical correspondence and enter into electronic patient records.
• Oversee coding of incoming correspondence in line with policies and information governance.
• Maintain patient records and data quality; manage the practice email inbox and daily admin tasks.

Job description

We are looking for a part-time Administration Assistant for 22.5 hours a week. The role would be to provide administrative support and to ensure the smooth day-to-day running of technical systems to support the GP partners and other Health Professional and Managers as required. The role involves processing electronic and paper-based information accurately and in a timely manner, coding clinical information within patient records, and maintaining high standards of data quality in line with practice policies and procedures. You will liaise regularly with clinicians and administrative colleagues. Please see the job description for a more detailed description of the main duties and responsibilities.

Job Summary

To provide administrative support and to ensure the smooth day-to-day running of technical systems to support the GP partners and other Health Professional and Managers as required.

Summary of Main Duties & Responsibilities

Practice Administration & Operational Support Work autonomously as a member of the Administration Team, providing effective administrative support to the Systems & Administration Manager, Partners and wider practice team. Manage and prioritise administrative workflows, ensuring tasks are completed accurately, efficiently and within agreed timescales. Process and extract relevant information from clinical correspondence, ensuring accurate entry into electronic patient records, including electronic document transfer (EDT). Oversee the sorting, coding, scanning and processing of incoming correspondence in line with practice protocols, policies and information governance requirements. Support the maintenance of accurate and up-to-date patient records through effective administration and data quality processes. Support the organisation and maintenance of archived patient records and administrative storage areas. Manage the practice generic email account, ensuring incoming correspondence is reviewed, actioned and appropriately allocated in a timely manner. Complete daily administrative processes including electronic links to pathology services, NHS 111 documentation and other clinical system workflows. Ensure confidentiality, data security and information governance standards are maintained at all times. Manage personal and team patient tasks effectively, ensuring workload is monitored and completed within required timescales.

Patient Record Summarisation & Clinical Coding

Review patient medical records, including correspondence, investigations, procedures and historical information, to create accurate and comprehensive summaries of patient medical histories. Apply knowledge of medical terminology, anatomy and clinical pathways to ensure records are accurately summarised. Use SNOMED CT coding alongside local coding guidance and practice protocols to ensure diagnoses, procedures and relevant clinical information are correctly coded. Apply professional judgement when interpreting complex medical information and seek advice from the Systems & Information Manager, Assistant Practice Manager or clinicians when required. Liaise with clinical and administrative colleagues to identify and resolve missing information and improve record completeness. Identify, report and correct coding or summarisation errors in line with practice procedures and the Medical Record Deletion Policy. Maintain accurate audit trails and ensure patient records provide a true and complete reflection of the patients medical history. Provide advice and support to colleagues regarding appropriate coding practices and elevate complex queries appropriately.

Other Tasks

The role is flexible and demanding and may be expanded with mutual agreement in accordance with practice and external requirements. Any other tasks allocated by managers. The postholder will provide cover to members of the administration team during periods of annual leave and sickness.