Job summary The SwanPractice is seeking to recruit a Medical Records Administrator to join ourfriendly and caring team.
In this role,you will play an important part in ensuring accurate and efficient managementof patient records, contributing to the smooth running of the department andhigh levels of patient care.
Main duties of the job You willbe responsible for processing patient requests for Subject Access Requests (SARs),Third Party or GPR and handling these in accordance with our procedures.
Youwill act as a main point of contact for staff and patients regarding medicalrecords access, either directly or through third parties.
The idealcandidate will have experience in Data Protection, GDPR, Medical Record viewingmethods, IGPR software, digitising information and information sharing.
We arelooking for an individual with the ability to work calmly and methodically in ahigh-volume environment, with a strong attention to detail.
To besuccessful in this role, you will need excellent verbal and written communicationskills, proficiency in using IT software (including Microsoft Word, Excel andOutlook) and strong administrative skills.
In addition, we are looking forsomeone with the ability to be proactive, who can effectively perform theirduties but also looks for opportunities to improve process and ways of working.
About us The Swan Practice is a large, well-established healthcare provider serving Buckingham and the surrounding villages.
With three clinical sites and an administration hub, we are dedicated to delivering high-quality care to over 30,000 patients, and our patient base continues to grow.
As a forward-thinking practice, we are committed to creating opportunities for staff to progress and develop their careers, fostering a supportive and dynamic working environment.
Job description Job responsibilities Job SummaryAs a Medical RecordsAdministrator, you will ensure efficient patient service and support the smoothrunning of the department by handling patient and third-party medical recordrequests (SARs, GPR).
You will be the primary point of contact for record access,ensuring confidentiality and administrative accuracy.
The role requires proficiencyin Microsoft Office 365 and the ability to work calmly in a high-volumeenvironment are essential.The post holder willbe skilled in:Data Protection/GDPRPatient Access Medical Record Viewing methodsIGPR web softwareDigitising informationInformation sharingJob ResponsibilitiesRecognise the type of request when received, SubjectAccess Requests (SARs), Third Party or GPR and process accordingly.Be the practices point of contact for staff and patientswith regard to requests for access to their medical records, either directly orvia a third party.Process all requests and deal with accordingly.
Ensure thatpatients and other third party requestors expectations are set and notunrealistic.Be responsible for ensuring all requests for access to healthrecords are dealt with in an efficient and timely manner within the settimescales.Process the requests for GPRsConvert to digital reporting where possible (IGPR)Redact records where applicableLiaise with the GPs for approvalRaise invoices and ensure all payments are received.Be responsible for accurately recording all requests on tothe Medical Records Requests spreadsheet.
As well as recording on EMIS andensuring that there is an audit trail of all contacts with patients and thirdparties.Process all associated documentation regardingappropriateness of requests, consents and identification checks ensuring thatprocesses are consistent, transparent and legally compliant.Ensure all telephone enquiries are dealt with in an efficientand confidential manner.Ensure all email enquiries are dealt with in an efficient andconfidential manner.Ensure all task enquiries are dealt with in an efficient andconfidential manner.Become proficient in the use of digitised redacting andadding online viewing restrictions in EMIS.
(Particularly with the introductionof Prospective Records Access).Liaise with scanning colleagues with regards to restrictingcertain documents from online viewing.Ensure that all safeguarding information requests are sent tothe safeguarding team (CaST) for completion or approval.Keeping well-informed of the Information Sharing and DataProtection laws and ensuring all disclosures are legal and seeking advice fromyour Team Lead when required.Maintain daily contact with colleagues working within theteam to ensure priorities are met and targets achieved.To continually look and identify ways to streamline processesto aid consistency and paper-light practices wherever possible.Introduceand maintain the following to streamline the process, remove the risk ofaccidental disclosure and remove admin burden from the GPs:SARs redaction by iGPR or Adobe PDF.GPRs to be drafted by Medical Records Team and forwarded toGPs for completion and sign-off.General Responsibilities for All Staff:The post holder is expected to;Adhere to practice policies and procedures and relevant legislationincluding the requirements of any professional bodies.Attend mandatory training as identified by the practiceHighlight potential development areas.
Person Specification Qualifications Essential 5 passes or more at GCSE level or equivalent Experience Essential Experience of dealing with Subject Access Requests.
Experience of dealing with Freedom of Information Requests.
Desirable Experience of administrative duties Experience of working in a healthcare setting Experience working in General Practice setting Other Requirements Essential Flexibility to work outside of core office hours Personal Qualities Essential Polite and confident Flexible and co-operative High levels of integrity and loyalty Excellent written and verbal communication skills Confident in communicating with patients, clinicans, service providers, and third party organisations Respecful of peoples life choices Work proactively and unsupervised Ability to work accurately under pressure Ability to prioritise workload Self-organised Skills and Knowledge Essential Proficient knowledge of IT systems, including Microsoft Excel and Word Desirable Knowledge of patient administration and other related systems EMIS Web knowledge and skills