Job description

Job responsibilities

Main Duties and ResponsibilitiesDocument Management

• Scan, index and file patient documentation into the clinical system.
• Ensure all documents are accurately matched to the correct patient record.
• Process and manage document workflow tasks within EMIS.
• Maintain electronic patient records to a high standard of accuracy.
• Process document amendments and record updates as required.
• Redact patient information where appropriate and in accordance with data protection legislation.
• Handle incoming and outgoing post, ensuring timely distribution and processing.
• Manage incoming and outgoing emails and correspondence.

• Clinically code patient information in accordance with Practice protocols and NHS coding standards.
• Summarise new patient medical records accurately and efficiently.
• Review and summarise historical patient records where required.
• Process and manage laboratory reports through EMIS workflows.
• Identify and escalate clinical information requiring urgent attention.

• Process online access requests for medical records.
• Manage proxy access applications in line with Practice policy and NHS guidance.
• Process Subject Access Requests (SARs) and Insurance/GP Reports (IGPR) in accordance with legal and contractual requirements.
• Ensure all record requests are completed within statutory timescales.

• Complete urgent and Two Week Wait (2WW) referrals accurately and within required timescales.
• Send referrals via appropriate systems and pathways.
• Monitor referral status and follow up on outstanding, delayed, or rejected referrals.
• Chase appointments and expedite referrals where clinically indicated.
• Process Advice and Guidance requests on behalf of clinicians.

• Type and format dictated correspondence using the Lexacom system.
• Prepare and format letters generated through Heidi and AccuRx systems.
• Draft, edit and format documents, reports and clinical correspondence.
• Respond to internal staff queries relating to document processing and patient records.
• Communicate with secondary care providers and consultants on behalf of GPs regarding patient care, appointments and clinical queries.

• Maintain strict patient confidentiality at all times.
• Ensure compliance with GDPR, Data Protection legislation, NHS Information Governance standards and Practice policies.
• Handle sensitive information securely and appropriately.
• Ensure records management processes comply with relevant NHS guidance and statutory requirements.

• Participate in team meetings and training activities as required.
• Work collaboratively with clinicians, administrative staff, and the wider Practice team.
• Contribute to service improvement initiatives and support Practice objectives.
• Provide support and cover for colleagues where appropriate.

• Undertake mandatory training and Continuing Professional Development (CPD).
• Maintain knowledge of current Practice procedures, NHS guidance and relevant legislation.
• Comply with Practice policies, procedures and Health and Safety requirements.
• Undertake any other duties commensurate with the grade and responsibilities of the post.

Person Specification

Experience

Essential

• Previous experience in a medical secretarial or administrative role
• Experience managing and prioritising a varied workload in a busy office environment

Desirable

• Experience working in a GP practice or NHS setting
• Experience using EMIS and other similar clinical systems
• Knowledge of medical terminology

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics and English (C/4 or above)
• Good standard of education with excellent literacy and numeracy skills

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

Benchill Medical Practice

Address

Brownley Green Health Centre

171 Brownley Road

Wythenshawe

Manchester

M22 9UH

United Kingdom

Employer's website

https://www.benchillmedicalpractice.co.uk (Opens in a new tab)