Document Management Administrator - minimum 32 hours per week

Document Management Administrator - minimum 32 hours per week

The Document Management Administrator plays akey role in supporting the smooth running of the practice by managing theadministration and processing of workflow requests, with guidance from theOperations Department. The post holder will be responsible for handling andprocessing patient records, coding, and documentation, ensuring accuracy andconfidentiality at all times. The role also involves managing post, scanning,filing, and PCSE processes.

Therole also involves liaising with colleagues and patients, offering telephonesupport to the Administrator/Receptionist team during core hours, andmaintaining high standards of efficiency and attention to detail.

Main duties of the job

Thefollowing are the core responsibilities of the Document ManagementAdministrator. There may be, onoccasion, a requirement to carry out other tasks. This will be dependent uponfactors such as workload and staffing levels:

• Scanningand filing of patient documentation
• Managingworkflow tasks
• Clinicalcoding and summarising patient records
• Processingdeductions, incoming notes, and sending notes to Notes Space
• Providingtelephone support during core hours
• Handlinginbound and outbound post
• ManagingPCSE queries and processing temporary registration uploads
• Creating,running reports, and managing bookings for:
• Childimmunisations
• Ante-natalappointments
• EMISworkflow management, including:
• Labreports
• Events
• UnfiledGP/GP
• Rejections
• Deductionrejections
• Linkrejections
• Documentmanagement
• Amendments
• Codingof school immunisations
• Redactingpatient information where required

About us

About Victoria Medical Centre

We are now settled into our ultra-modern purpose-built premises post-merger - built in 2021. We are a training practice for Foundation doctors and GP trainees, with 30,000 patients, 33 consulting rooms, 2 operating suites and a private suite. We also have a training academy, daily training huddles, clinical meetings, an active PCN. A branch surgery and separate open access mental health hub in the Foundry, both located in the towns main shopping centre.

Our aim is to improve accessibility to healthcare, working with a variety of Health Care professionals within VMC and our Primary Care Network. If you would like to work in a modern GP Practice, enjoy working with technology and keen to improve the future of Healthcare, this is the role for you.

Benefits of working at Victoria Medical Centre:

• Enrolment to the NHS Pension Scheme
• Management support
• Free access for all staff and their family to our Health and Wellbeing support programme
• Personal and professional development opportunities
• Open, caring and positive culture
• Friendly, supportive team

Job responsibilities

Full job description available upon request - main duties of theDocument Management Administratorposition are detailed above.

Person Specification Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Knowledge and Skills

• Excellent communication skills (written and oral)
• Strong IT skills, including audio typing
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedures
• Ability to recognise and correctly use basic medical terminology when processing documents and workflow tasks
• Ability to follow policy and procedures
• Demonstrates attention to detail while maintaining efficiency in high-volume tasks
• Knowledge of GP practice administrative processes (e.g., workflow, deductions, PCSE processes

Experience

• Previous administrative experience in a busy office environment
• Previous experience in a GP surgery, healthcare, or NHS settingExperience of clinical coding and summarising medical records

Other requirements

• Willingness to undertake further training and development
• Flexibility to work outside of core office hours

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.