Job Overview
Modality Partnership Mid Sussex Division has a full / part-time vacancy for a Document Management Administrator. The postholder will work at Crawley Down Health Centre and/or provide cross-site support remotely when required across the Mid Sussex Division to provide accurate and timely processing of clinical correspondence and ensure appropriate action is taken each time. We are seeking dedicated postholders to join our team and who can display our CARE values: Commitment, Accountability, Respect and Excellence.
This job is suitable for individuals who enjoy data input, coding and filtering correspondence to the most appropriate team member to help maximise patient care. The postholder will need to have excellent attention to detail, good IT skills, good time management skills and can prioritise workloads effectively whilst ensuring the document management process is accurate and completed to a high standard in line with standard processes.
As an employee with us you can benefit from:
- Enrolment to the NHS pension scheme
- Annual leave minimum 27 days, plus 8 days bank holiday pro rata
- Employee discounts and benefits scheme
- Employee assistance programme (EAP)
- Education and career pathways
- Enhanced Family friendly policies
- Flexible working
- Wellbeing support and initiative
If you are interested in learning more, please read on.
Main duties of the job
The role is an all-rounded, hands-on administration role; the postholder will need to confidently evidence and utilise key skills such as effective communication, processing of documents accurately and in a timely manner, and demonstrate the ability to escalate errors they may find on the system appropriately. The postholder will prioritise the workload along with the wider team to ensure that clinical correspondence is reached by the most appropriate team member daily.
The role is not a regular 9am-5pm job and is not a patient-facing role. The postholder will be required to use the clinical system confidently to ensure clinical correspondence is managed appropriately. The job requires innovation, flexibility, and commitment and the postholder will be required to work resourcefully as part of the team to ensure tasks are completed.
Job Description
· The purpose of document workflow management is to work as part of a small divisional team ensuring that between the team, all aspects of the role are adequately covered. Training will be provided where needed. Team members will learn all aspects of this role and will be utilised where the need is greatest at any given time.
Key Duties & Responsibilities:
- Transferring relevant data from clinical correspondence and input into electronic patient record.
- Workflow all correspondence according to the Division's protocol using the workflow software and action as appropriate.
- Filing and retrieving paperwork.
- File copies of discharge summaries electronically.
- Record all allergies and sensitivities.
- Code and “link” each “problem” appropriately as per the practice summarising protocol. Review and the summary page.
- Handle telephone queries and re-direct as appropriate.
- Identify and refer any clinical actions to the GP.
- Process medication changes where necessary referring to GP as appropriate.
- Process and deal with Safeguarding documentation.
- Ensure the security of data at all times.
- You will need to have good communication skills both written and verbal, be organised, methodical and able to work quickly and accurately.
- To undertake any other duties commensurate with the scope of the role and within your skill set as requested.
- Summarising of new patient records that come into the practice both paper and electronic.
- Coding and processing of degraded entries and GP2GP.
Person Specification: What are the minimum requirements all candidates need to meet?
Qualifications and Experience:
- Knowledge of customer service principles and practices.
- Medical terminology.
- Reception protocols.
- Telephone call management, including taking, parking and transferring calls NHS systems.
- MS Word, Outlook, Excel and other relevant software packages.
- Knowledge of / experience from within NHS/General Practice.
- Previous call-handling experience.
- Clinical coding/Summarising.
Skills:
- Customer service orientation.
- Excellent listening, communication and interpersonal skills.
- Problem-analysis and problem-solving.
- Accurate typing and word processing skills.
- Administrative and organisational skills.
- Ability to follow policies, practices and protocols.
- Stress tolerance.
- Ability to handle patients (both on the telephone and in person) who may be angry, upset or distressed.
- Computer-literate and adaptable in using different software.
Personal Qualities:
- Confident and welcoming demeanour.
- Professional approach to work.
- Good telephone manner.
- Strong team player.
- Smart appearance.
- Exercises tact and discretion at all times.
- Demonstrates initiative to handle any unforeseen events during a shift.
- Demonstrates flexibility towards new working practices and towards working hours.
Job Types: Full-time, Part-time, Permanent
Pay: £11.44 per hour
Expected hours: 25 – 37.5 per week
Benefits:
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
Work Location: In person
Application deadline: 27/09/2024
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