Support Team Member - Patient Data - Maternity Cover

Grove Medical Practice

The closing date is 04 April 2025

Job summary

Support Team Member Patient Data (Part Time 27.5 hrs per week)

We are looking for an enthusiastic new colleague to join our Support Team. Focusing on Patient Data, you will process incoming outpatient and hospital discharge letters, deal with bulk data submissions, patient recalls and invitations, monitor our practice email box and provide other admin support to the practice. Knowledge or experience of notes summarising would be an advantage.

You must be able to demonstrate excellent organisational and communication skills and be able to prioritise your workload. A flexible, professional and enthusiastic approach is essential along with the desire to deliver an excellent service to our patients.

We offer competitive rates of pay, holiday and NHS Pension Scheme. Full training and development opportunities available.

Main duties of the job

To provide administrative support to the Practice focusing on the capture and processing of patient data including discharge and outpatient information, bulk data submissions, patient recalls and invitations, notes summarising, clinic admin, patient deductions and management and distribution of incoming emails.

To ensure that administrative and clerical duties are completed within the Practice guidelines and policies.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.

About us

We are a friendly, part-dispensing GP practice based in the heart of historic St Ives. We specialise in training (including GP Registrars, medical students and nursing students) and research. Over the last two years we have invested in expanding our team and premises to deliver high-quality patient care. If you have a passion for primary care, wed love to hear from you.

Date posted

17 March 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Working pattern

Full-time

Reference number

A0809-25-0005

Job locations

Cromwell Place

St Ives

Cambridgeshire

PE27 5JD

Job description

Job responsibilities

Patient Data

· Maintenance and oversight of the practice generic email box, ensuring that all incoming emails are actioned or distributed accordingly.

· Provide effective and timely scanning service – uploading and recording patient data on to the Practice clinical system including identification and coding of new problems, diagnoses and treatments from outpatient, community and discharge letters/reports received by the practice.

· Adhere to the practice protocol for the processing of incoming discharge, outpatient clinic and other provider (WCF/OOH/111 etc) letters. Ensure that letters are processed in an accurate and timely manner.

· Provide an effective coding service to ensure that clinical records are kept up to date and that full data is extracted and recorded in a timely manner to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG clinical priorities and any other ad-hoc or in-house Practice coding requirements.

· Action workload in the “for coding” task box.

· Manage workflow and allocate documents to GPs as appropriate.

· Maintain the Dispensary Delivery Service register and send accepted application forms to the Practice Pharmacy Technician for medication alignment.

· To provide admin support to all patient recall processes. This could include send bulk letters and/or text messages to involute patients for reviews, clinics or other procedures.

· Summarise new patient notes in an accurate and timely manner to ensure practice clinical records are kept up to date and that full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG and LCG clinical priorities and any other ad-hoc or in-house coding requirements. Highlight any data issues or concerns with the Data & Systems Manager.

· Check new GP2GP registrations to ensure that received patient data has been coded in an appropriate way.

· Process incoming bulk data submissions to ensure that patient records are updated in an accurate and timely manner.

· Process incoming national screening campaign results and information and ensure that the data is coded and recorded as appropriate on the patient’s record (for example, national bowel and breast screening campaigns). Maintain and complete the annual diabetic retinopathy screening register validation.

· Provide admin support to any audit processes as requested.

· Process incoming childhood immunisation data and arrange appointments and recalls in accordance with the current programme. Work alongside the Lead Nurse to ensure a high uptake and flag any patients for concern to the appropriate GP/Safeguarding Lead.

· Process all patient deductions and arrangement the return of notes to the Health Authority.

· Process incoming patient death notifications, advise the team and arrange the return of notes to the Health Authority as appropriate.

· Process patient and/or third party requests for copies of medical records, ensuring that appropriate consent and authority as provided. Liaise with the Data & Systems Manager to resolve any queries or concerns notes requests

· Maintain and promote the Practice Carers register including updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register and providing details of the GP Carers Prescription service.

· Action and complete all Patient Data requests received by email, manual note or S1 task – including contacting the patient where appropriate or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care.

· Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager, Operations Manager or Support Team Leader.