Medical Secretary/ Summariser & Coder

NHS; Sheffield; On-site; GBP 20,000 - 30,000; Full time

Job summary

A leading healthcare provider in the UK is seeking a Medical Summariser to join their team. The role involves processing medical records, ensuring confidentiality, and providing support for clinical staff. Ideal candidates will have excellent communication skills, strong IT abilities, and relevant experience in healthcare administration. Competitive salary and professional development opportunities are included.

Benefits

Professional development opportunities

Health and safety compliance training

Supportive work environment

Qualifications

• Experience working with the general public and in administrative duties.
• Experience in a healthcare setting is desirable.
• Ability to work both as a team member and independently.

Responsibilities

• Ensure safety and confidentiality of patients at all times.
• Type and process referral letters and correspondence accurately.
• Manage and store patient records following protocols.
• Act as a point of contact for GPs and patients to ensure quality service.

Skills

Excellent communication skills

Strong IT skills

Competence in MS Office

Effective time management

Good interpersonal skills

Education

GCSE level in Mathematics and English (grade C or above)

NVQ Level 2 in Health and Social Care

Qualification in medical records summarisation

Tools

Clinical IT system

Job description

For more information about the role, please refer to the job description and person specification. These documents provide detailed insight into the responsibilities, expectations, and the skills and experience we’re looking for. We recommend reviewing them carefully to ensure your application aligns with the role requirements.

Main duties of the job

For more information about the role, please refer to the job description and person specification. These documents provide detailed insight into the responsibilities, expectations, and the skills and experience we’re looking for. We recommend reviewing them carefully to ensure your application aligns with the role requirements.

About us

Swallownest Health Centre is a large practice with approximately 16,500 patients currently across one site. We have 5 GP partners, 11 salaried GP’s and a large team of nursing and attached clinical staff, which are all complimented by our administration/reception staff.

*Please note that if you are successful and are a patient of ours, you will be asked to register at an alternative practice.

Job responsibilities

Ensure that nothingyou do, or omit to do, puts the safety of yourself or others at risk; or compromises a patients' right to confidentiality; or the securityof the premises and itscontents at all times.

To work flexibly to support the needs of the GPs and theservices provided to our patients.

Tomaintain a comprehensive serviceto GPs and the Health Centrein line with existing and changing protocols.

To beresponsible for the delivery of accurate referral letters and othercorrespondence using the Electronic Referral Service.

Type/word process referral letters, reports and GP'scorrespondence as required from audio and manuscript.

To acquire and develop new skills to ensure a constantreview and updating of practices and proceduresas required.

To update and maintainstandard operating procedures and train others as required.

Prepare invoices for private medicalservices; reconciling non NHS incomefrom patients and otherorganisations, in c_onjunction with the PracticeManager.

Complete fee claims in conjunction with the PracticeManager following completion of medical information by GPfor patients meeting criteria.

Ensure all confidentialwaste is shredded and disposed of so as not to compromise confidentiality.

Managethe distribution of deliveries, checking/authorisingdelivery notes and liaising with suppliers.

Work with the PracticeManager to understand daily priorities and therefore plan accordingly

Workas part of a team on Document Workflow, ensuring that infomation received from other organisations is read coded, addressed/actioned accordingly within agreed timescales so as not to compromise patient safety.

Workas part of a team to undertake insurance, medical, subject access reports inadherence with GDPR compliance and agreed timescales. We currently use anelectronic system iGPR to manage this.

To act as a point of contact for GPs, patients,relatives and other external bodies.

Ensure that patientsand other personstelephoning or callingin to the Health Centre are treated courteously, promptly,efficiently and professionally regardless of their age, race, sex or attitude.

Dealwith telephone enquiries from hospitals, patients, outside agencies andcommunicate messages accurately and professionally, taking action as necessaryensuring a full audit trail.

Arrange urgent outpatient appointments and domiciliary visits.

Arrangeurgent referrals and keep records of all patients referred under 2 week wait rule.

Arrange hospitaltransport for patientswho fulfil the criteria.

Arrangedespatch of completed General Practitioner Reports, ensuring consent form hasbeen received and arranging for patient to view the report ifrequested.

Action requests for DS1500 forms.

Attend staff meetingand training sessionsas and when necessary.

Takenotes and transcribe minutes of meetingsand carry out any follow upaction as required.

Open and distribute incomingmail. Deal with outgoing mail.

Maintain efficientoffice filing and information systems.

Ensure accurate input of information to medical computer system and that all datainput is read coded to make sure that clinical auditand research can be performed.

Participate in the formulation of new systems andprocedures and implement any such developments in order to maintainthe most appropriate and effective medicalsecretarial/administrative support to the Practice.

Awareness of current issues and to supportpersonal development by attending relevant training sessions.

Participate in Annual Staff Appraisal.

Manage appropriate projects/tasks delegated by Practice Manager/GP with only broadprocedural guidelines and without any direct supervision to ensure that anefficient quality outcome is provided.

Undertake mandatory trainingrequired by the practice.

Assist in the trainingand development of other staff.

Comply with Health and SafetyPolicy and Procedure.

Have an understanding and adhere to GDPR compliance.

Undertake any other duties withinthe general scope of the postand appropriate to thegrading in accordance with the Practice Manager. This may include covering inReception if and when required.

The following are the core responsibilities ofthe Medical Summariser. There may be, onoccasion, a requirement to carry out other tasks. This will be dependent uponfactors such as workload and staffing levels:

The following are the core responsibilities ofthe Medical Summariser. There may be, onoccasion, a requirement to carry out other tasks. This will be dependent uponfactors such as workload and staffing levels:

a.Reviewing both paper and electronic recordsof new patients to surgery

b.Accurately summarising patients Majorand Minor conditions in adherence to practice policy

c.Altering and/or adding recalls fromprevious practice to be compliant with our own standards

d.Updating electronic vaccinations recordsfrom the old paper notes

e.Review clinical letters already on newpatients records from the date of when the record was last summarised

f.Accurately SNOMED CT coding data on theclinical IT system as appropriate

g.Reviewing progress of summarising,ensuring practice targets are achieved

h.Process incoming clinical lettersensuring they are processed appropriately in line with extant protocols

i.File and store records as required

j.Photocopy documentation as required

k.Action all incoming correspondence,emails and mail in a timely manner

l.Scan patient related documentation andattach scanned documents to patients healthcare records

m.Input data into patients healthcarerecords as necessary

n.Answer incoming phone calls,transferring calls or dealing with the callers request appropriately

o.Conduct system searches as requested

p.Maintain a clean, tidy, effectiveworking area at all times

q.Support all clinical staff with generaladministrative tasks as requested

Person Specification

Qualifications

• The person specification for the role of a Medical Summariser includes essential and desirable qualifications, experience, and skills. The essential qualifications include being educated to GCSE level or equivalent in Mathematics and English (grade C or above). Desirable qualifications include an NVQ Level 2 in Health and Social Care and a qualification in medical records summarisation.
• In terms of experience, it is essential to have experience working with the general public and in administrative duties. Experience in a healthcare setting is also desirable.
• The essential skills for this role include excellent communication skills (both written and oral), strong IT skills, a clear and polite telephone manner, and competence in the use of MS Office applications. Desirable skills include clinical IT system user skills and an understanding of clinical coding. Additionally, effective time management (planning and organising), the ability to work as both a team member and independently, and good interpersonal skills are all essential for this role.

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.