Job Description

Ammonite Health Partnership

Job Title

Administrator - Records

Line Manager

Data Quality & IT Manager

Accountable to

Senior Leadership Team

Hours per week

20

Job Summary

The post-holder is responsible for summarising and coding key clinical information into patient records using the SystmOne system, following the practice's coding policy. They will also manage and process patient requests for online access to their medical records, ensuring requests are handled securely and in line with data protection and safeguarding guidelines. This role supports accurate record-keeping, contributes to QOF targets, and helps ensure safe, efficient patient care.

Primary Responsibilities

The following are the core responsibilities of the Administrator - Records. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

Medical Records Summarising & Data Entry

o Review incoming paper and electronic medical records in a timely manner.

o Produce accurate summaries of a patient's medical history, including consultations, investigations, and treatments, following current summarising protocols.

o Input accurate SNOMED CT coding data into the clinical IT system (e.g. SystmOne), supporting the achievement of QOF and other clinical targets.

o Monitor progress against summarising targets and report any concerns or delays to the Data & IT Manager.

o File, scan, and retrieve patient documentation and correspondence, ensuring accurate and secure record keeping.

o Action all incoming correspondence, including emails and post, in a timely and efficient manner.

o Photocopy and process documentation as required.

o Maintain clear, up-to-date task lists relating to summarising duties.

Online Access Management

o Process all applications for online access to patient medical records in line with NHS guidance and internal protocols.

o Verify patient identity and assess the suitability of each request, ensuring third-party data and safeguarding risks are reviewed before granting access.

o Accurately record and maintain a log of online access requests, actions taken, and any decisions or escalations.

o Stay up to date with national guidance and practice-level changes related to online record access.

General Administrative Support

o Answer incoming telephone calls, transferring or dealing with queries as appropriate.

o Maintain a clean, tidy, and effective working environment at all times.

o Provide administrative support to the wider team as required during periods of staff absence or peak workload.

Secondary Responsibilities

In addition to the primary key responsibilities, the Administrator - Records may be requested to:

Review and assist in updating the practice's summarising and online access policies, in collaboration with the management team.

Participate in audits as directed by the audit lead

Undertake relevant training and contribute to team meetings as needed.

Generic Responsibilities

All staff at Ammonite Health Partnership have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

Confidentiality

The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.

It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff must protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of this organisation's outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.

The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.

At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Induction Training

We will provide a full induction programme, and management will support you throughout the process.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At Ammonite Health Partnership, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Job Types: Part-time, Permanent

Pay: From 12.21 per hour

Expected hours: 20 per week

Benefits:

Company pension Free parking On-site parking
Ability to commute/relocate:

Bridport DT6 5BN: reliably commute or plan to relocate before starting work (required)
Work Location: In person