Apprentice Data Administrator / Secretary

To provide a high-quality administrative and secretarial service to the Practice team, ensuring accurate, timely processing of clinical correspondence and documentation. To support safe patient care through effective document workflow, coding, summarising and maintenance of patient records within SystmOne, ensuring compliance with confidentiality and information governance requirements. Provide audio typing and word processing support for GPs and healthcare professionals, including preparation of referral letters and other documentation. Process referrals via the NHS e-Referral Service (eRS) and manage associated correspondence as required. Process medical reports, patient questionnaires and other administrative documentation accurately and in line with practice procedures. Attend meetings and take minutes when required. Receive and initiate outgoing telephone calls to facilitate timely communication with patients and external organisations. Receive and dispatch mail and maintain an effective pending/filing system. Code or re-code relevant clinical information onto the patient record, including new diagnoses and updates, in accordance with practice protocols and SNOMED standards. Ensure strict confidentiality when handling patient notes and information and comply with information governance requirements. Review medical records for completeness and identify gaps within the patient history, supporting accurate clinical decision-making. Extract information for coding from both paper-based and electronic sources and enter this into SystmOne in line with agreed summarising standards. If a patient record has been received electronically (e.g., GP2GP), validate the record for completeness and resolve any issues in liaison with clinicians. Raise any issues identified with the named GP or appropriate clinician to resolve queries and ensure high-quality records. Update and maintain referral templates and associated standard letters within SystmOne as required. Update and maintain clinical templates/searches and support running searches for QOF and other clinical domains as requested. Assign and process unmatched laboratory reports and electronic documents where required, in line with practice workflow procedures. Run immunisation and cervical screening programme administration tasks where delegated. Support the IT & Admin Lead/Practice Manager with issues relating to Practice intranet, website, social media and other relevant administrative tasks where required. Request/prepare patient record notes urgently via Primary Care Support England (PCSE) when needed. Generate medical reports and respond to information requests including Subject Access Requests (SARs) in accordance with policy and GDPR/Data Protection requirements, escalating complex cases appropriately. Use IGPR effectively to co-ordinate responses to insurance company requests. Complete private admin requests in a timely and appropriate manner forwarding documentation to GP’s as appropriate, taking payments for license requests, liaising with patients as appropriate to provide an effective service. Support clinicians by providing timely information, searches and administrative support to enable effective care planning and clinical decision-making.

 

 

 

Training Outcome:
A permanent position may be available in the Surgery for the right candidate following successful completion of the apprenticeship. 

Employer Description:
At Long Stratton Medical Partnership, we take pride in being a family focused, close knit team – our ‘work family’ is how we often describe ourselves. We offer a supportive, positive culture which is well-lead, and provide regular supervision and training for all staff.   Long Stratton Medical Partnership is a busy rural Doctors Surgery with just over 11,000 patients.  We aim to provide care to all our patients in a friendly and efficient working environment.  You will be part of a hardworking and dedicated team. 

Working Hours :
Monday - Friday. Shifts TBC.

Skills:
Communication skills,IT skills,Organisation skills,Customer care skills,Administrative skills,Team working,Initiative,Non judgemental