Job Summary:
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.

Main duties of the job
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.

About us
We are located in the heart of the market town of Pershore, on Queen Elizabeth Drive. The building provides modern consulting and examination rooms and also includes Pershore Community Hospital and community clinic provided by Worcestershire Health and Care Trust.

We look after over 11,000 patients in Pershore and the surrounding villages. Our aim is to provide high quality modern medical care; to enable easy access to a full range of services, in an attractive environment and atmosphere.

We are part of the Pershore and Upton Primary Care Network.

The practice has 11 GPs, 1 GP Registrar, 1 Advanced Nurse Practitioner, 5 Specialist Practice Nurses, 3 Practice Nurses, 1 Clinical Pharmacist, 3 Pharmacy Technicians, 1 Nurse Associate, 1 Healthcare Assistant and 1 Phlebotomist.

Please view our website for further details.
https://www.pershoremedicalpractice.co.uk

Job 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 escalate 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.

Person Specification
Qualifications
Essential

• Good general education, including GCSE - or equivalent - in English and Maths.
• Experience working in an administrative or customer-facing role.
• Excellent organisational skills, with the ability to prioritise and manage a varied workload.
• High level of accuracy and attention to detail.
• Strong verbal and written communication skills.
• Proficient in Microsoft Office - Word, Excel, Outlook.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work well under pressure and use initiative.
• Flexible and reliable, with a professional manner.

Desirable

• NVQ/qualification in Business Administration or a related field. Previous experience in a GP practice or NHS healthcare setting. Willingness to undertake further training relevant to the role.
• Experience using clinical systems such as EMIS and Docman.
• Experience with data entry involving patient or client records.

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.

Employer details
Employer name: Pershore Medical Practice
Address: Queen Elizabeth Drive, Pershore, Worcestershire, WR10 1PX, United Kingdom
Employer's website: https://www.pershoremedicalpractice.co.uk/ (Opens in a new tab)

Employer contact details
For questions about the job, contact:
Assistant Practice Manager
Lauren Smit
lauren.smit@nhs.net
01386551385

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.