Medical jobs in East of England Region

JOB TITLE: Administrator – Filing, Reviewing and Coding

REPORTS TO: Deputy Practice Manager

HOURS: 37 per week

Job Summary:

The post-holder will be instrumental in maintaining streamlined and efficient data administration processes for the practice by completing Filing, Reviewing and Coding of medical documents.

Main responsibilities:

To be responsible for the filing, reviewing and coding of diagnoses and problems identified by secondary or other primary care providers and allocating these codes to the patient to be held as part of their electronic medical record. This also includes:

• Lifestyle QOF coding,
• QOF blood test coding and downloading
• Pregnancy coding
• Ad-hoc coding projects

Job Responsibilities:

Coding of Significant Medical Record Change Details Advised within Correspondence

To ensure that:

• When the practice is advised by secondary care or by another primary care provider of an addition or change to a patients’ medical record, by post or electronically, this information (if significant) should be added to the relevant practice (SystmOne) electronic record.
• Once the correspondence containing medical record additions has been filed, the correspondence needs to be reviewed and then coded with SNOWMED CT codes.

Scanning of Correspondence and Workflow

The postholder will also be required to help with scanning and filing of correspondence as per the practice protocol.

Clinical Administration

• Undertake weekly laboratory administration, ensuring results and associated administrative tasks are processed appropriately.
• Process unplanned admissions emails, updating patient records and completing any required administrative actions.
• Complete summarising of patient medical records, ensuring relevant clinical information is accurately recorded within the electronic patient record.
• Review and process degraded GP2GP entries, ensuring information transferred from previous practices is appropriately recorded, coded and filed.

GSF Administration

• Provide administrative support for Gold Standards Framework (GSF) meetings.
• Prepare relevant information and documentation ahead of meetings.
• Complete appropriate administration and record updates following meetings.

Bereavement Administration

• Prepare and process bereavement letters following notification of a patient's death.
• Ensure patient records and relevant administrative processes are updated sensitively and accurately.

Patient Invitations & Recall

• Process and send NHS Health Check invitations to eligible patients.
• Send whooping cough vaccination invitations to eligible patients.
• Maintain and update the whooping cough tracker, ensuring invitations and responses are accurately recorded.
• Support other patient recall and invitation programmes when required.

Online Access

• Process patient Online Access administration, including relevant requests and record checks in accordance with practice procedures and information governance requirements.
• Liaise with patients and colleagues where further information or verification is required.

Post & Document Management

• Open and distribute incoming post appropriately.
• Scan and attach correspondence and documents to the correct patient record.
• Ensure scanned documents are clear, correctly indexed and allocated for appropriate action.

Shared Email Administration

• Monitor and process emails received through designated shared practice email accounts.
• Forward, action or allocate correspondence to the appropriate member of the practice team.
• Ensure urgent or clinically important communications are escalated appropriately.

Miscellaneous

From time to time the postholder will be expected to complete ad-hoc tasks that fall outside the above designated responsibilities. If these additional tasks should become an established and consistent part of this role, this job description should be updated accordingly, and the revised version reviewed and agreed by both the postholder and manager jointly.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to Practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Reporting potential risks identified.
• Take an active part in training and responsibilities in relation to Display Screen Equipment Regulations.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
• Work effectively with individuals in other agencies to meet patients’ needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognize people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance.

• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

Pay: £13.00 per hour

Expected hours: 37.0 per week

Benefits:

• Company pension
• On-site parking

Work Location: In person