Job description

Job responsibilities

Core responsibilities:

• Scanning hard copy letters and clinical correspondence and attaching to patients notes, ensuring information is not duplicated;
• Processing all patient-related correspondence received in paper or electronic form according to the PCN workflow protocol, utilising any workflow software as available;
• Adding the relevant clinical codes and investigations from the clinical correspondence into patients notes so the record is complete and the patient, where appropriate, is added automatically to disease registers and recall for review;
• Ensuring the appropriate information is available for patients to review if they have electronic access to their clinical record;
• Ensuring any straightforward non-clinical administrative procedures are completed prior to the clinician reading the correspondence with actions to date clearly outlined;
• Signposting correspondence to other members of the team for action where necessary e.g. reception to make an appointment, the prescribing team for a review of medication following discharge;
• Arranging, where necessary, follow up appointments and/or appointments for tests so referrals can be progressed;
• Filing and retrieving paperwork;
• Completing basic (non-opinion) forms and core elements of some forms for the GP to approve and sign such as insurance forms, mortgage, benefits agency forms etc;
• Preparing Subject Access Requests utilising software as available;
• Providing administration support for public health campaigns e.g. vaccination campaigns and clinics e.g. vaccination clinics or ensuring relevant information is available for the clinician at a patients appointment;
• Supporting data quality of coding on the clinical systems through audit;
• Provide data administration support to the PCN management team as required;
• Cover where necessary for the PCN Care Coordinator as part of the PCN workflow team

Additional depending on experience and training

• Training other clinical and non-clinical staff on clinical coding practices;
• Participating in the management of patient complaints when requested to do so and participate in the identification of any necessary learning brought about through incidents and learning events;
• Acting as a chaperone as required.

Job responsibilities

Core responsibilities:

• Scanning hard copy letters and clinical correspondence and attaching to patients notes, ensuring information is not duplicated;
• Processing all patient-related correspondence received in paper or electronic form according to the PCN workflow protocol, utilising any workflow software as available;
• Adding the relevant clinical codes and investigations from the clinical correspondence into patients notes so the record is complete and the patient, where appropriate, is added automatically to disease registers and recall for review;
• Ensuring the appropriate information is available for patients to review if they have electronic access to their clinical record;
• Ensuring any straightforward non-clinical administrative procedures are completed prior to the clinician reading the correspondence with actions to date clearly outlined;
• Signposting correspondence to other members of the team for action where necessary e.g. reception to make an appointment, the prescribing team for a review of medication following discharge;
• Arranging, where necessary, follow up appointments and/or appointments for tests so referrals can be progressed;
• Filing and retrieving paperwork;
• Completing basic (non-opinion) forms and core elements of some forms for the GP to approve and sign such as insurance forms, mortgage, benefits agency forms etc;
• Preparing Subject Access Requests utilising software as available;
• Providing administration support for public health campaigns e.g. vaccination campaigns and clinics e.g. vaccination clinics or ensuring relevant information is available for the clinician at a patients appointment;
• Supporting data quality of coding on the clinical systems through audit;
• Provide data administration support to the PCN management team as required;
• Cover where necessary for the PCN Care Coordinator as part of the PCN workflow team

Additional depending on experience and training

• Training other clinical and non-clinical staff on clinical coding practices;
• Participating in the management of patient complaints when requested to do so and participate in the identification of any necessary learning brought about through incidents and learning events;
• Acting as a chaperone as required.

Person Specification

Personal Qualities

Essential

• Courteous, respectful, and helpful at all times.
• Flexible and cooperative and able to get along with people from all backgrounds and communities, respecting lifestyles and diversity.
• Confident whilst being aware of own boundaries of competence and what to do when boundaries are reached.
• Motivated problem solver.
• Ability to work to meet deadlines.
• Understand the needs of the patient and how the GPA role will help to support good patient care.
• Effectively utilise resources.
• Punctual and committed to supporting the Practice and PCN team efforts.

Qualifications

Essential

• The equivalent of four GCSE Grades 4 and above including attainment of the equivalent of level 2 functional skills in English and Maths

Desirable

• One A level or equivalent.
• Healthcare qualification (level 3 or 4) or working towards gaining equivalent level.

Other requirements

Essential

• Commitment to ongoing professional development.
• Satisfactory Enhanced Disclosure Barring Service (DBS) check.
• Access to transport in order to work at PCN Office and travel if necessary to another PCN site.

Desirable

• Understanding and knowledge of healthcare provision in GP surgeries, the Quality and Outcomes Framework and enhanced services.
• Knowledge of national administrative standards that informs practice (e.g. The good practice guidelines for GP electronic patient records).

Experience

Essential

• Experience of working with the general public.
• Experience of working in a healthcare setting.

Desirable

• Experience of working in primary care.

Skills

Essential

• Effective communication skills (written and oral) with a clear, polite telephone manner.
• Ability to process information accurately and effectively, interpreting data as required.
• Strong IT skills and competent in the use of Microsoft Office applications and the internet.
• Effective time management (planning, prioritising and organising).
• Good interpersonal skills.
• Ability to work as a team member and autonomously.
• Knowledge of and ability to work to policies and procedures, including information governance, management of clinical correspondence, on-line access and safeguarding.

Desirable

• Good knowledge of GP clinical systems EMIS or SystmOne or Vision.

Personal Qualities

Essential

• Courteous, respectful, and helpful at all times.
• Flexible and cooperative and able to get along with people from all backgrounds and communities, respecting lifestyles and diversity.
• Confident whilst being aware of own boundaries of competence and what to do when boundaries are reached.
• Motivated problem solver.
• Ability to work to meet deadlines.
• Understand the needs of the patient and how the GPA role will help to support good patient care.
• Effectively utilise resources.
• Punctual and committed to supporting the Practice and PCN team efforts.

Qualifications

Essential

• The equivalent of four GCSE Grades 4 and above including attainment of the equivalent of level 2 functional skills in English and Maths

Desirable

• One A level or equivalent.
• Healthcare qualification (level 3 or 4) or working towards gaining equivalent level.

Other requirements

Essential

• Commitment to ongoing professional development.
• Satisfactory Enhanced Disclosure Barring Service (DBS) check.
• Access to transport in order to work at PCN Office and travel if necessary to another PCN site.

Desirable

• Understanding and knowledge of healthcare provision in GP surgeries, the Quality and Outcomes Framework and enhanced services.
• Knowledge of national administrative standards that informs practice (e.g. The good practice guidelines for GP electronic patient records).

Experience

Essential

• Experience of working with the general public.
• Experience of working in a healthcare setting.

Desirable

• Experience of working in primary care.

Skills

Essential

• Effective communication skills (written and oral) with a clear, polite telephone manner.
• Ability to process information accurately and effectively, interpreting data as required.
• Strong IT skills and competent in the use of Microsoft Office applications and the internet.
• Effective time management (planning, prioritising and organising).
• Good interpersonal skills.
• Ability to work as a team member and autonomously.
• Knowledge of and ability to work to policies and procedures, including information governance, management of clinical correspondence, on-line access and safeguarding.

Desirable

• Good knowledge of GP clinical systems EMIS or SystmOne or Vision.

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

TASC PCN

Address

Seaton & Colyton Medical Practice

148 Harepath Road

Seaton

Devon

EX12 2DU

Employer's website

https://www.axminstermedicalpractice.nhs.uk/ (Opens in a new tab)