Data Administrator/Medical Receptionist

Job description

Job responsibilities

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

Extracting the required data from clinical correspondence and Read Coding data onto SystmOne

Processing of EDTs (Electronic Discharge Transmissions)

Scanning of patient related documentation and attaching scanned documents to patients healthcare records

Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms to the administrative team

Maintenance of registration links and handling of associated queries

Initiation of 30 days patient deductions

Maintenance of pathology reports

Processing of out of hours reports

Monitoring of generic email account ensuring that administrative emails are dealt with in a timely manner

Processing of incoming/outgoing records, ensuring new patient records are received electronically and imported onto the clinical system

Monitoring patient call and recall systems for Disease Management where necessary

Maintain effective security of data all times

Support the team in the effective use of searches, audits and recalls

Provide guidance in trouble shooting when requested

Act as a liaison between the practice and manage all fault reporting

Configure searches and interpret data for audit purposes

Summarising of patient notes

Initiate data quality improvement projects

Collate the required data for reporting purposes

Code results and upload data as required

Assist Practice Manager in planning/administration of the annual Influenza vaccination campaign

Processing of temporary resident forms

Maintaining and monitoring the practice appointment system

Process personal, telephone and e-requests for appointments

Answer incoming phone calls, transferring calls or dealing with the callers request appropriately

Signpost patients to the correct service

Process incoming and outgoing mail

Initiating contact with and responding to, requests from patients, team members and external agencies

Secondary Responsibilities:

Partake in audit as directed by the audit lead

Support administrative and reception staff, providing cover during staff absences

Complete opening and closing procedures in accordance with the duty rota

Assist in the administration and coding of safeguarding documentation ensuring timescales are met as well as assist with queries regarding safeguarding matters.

Work alongside the Safeguarding Leads and provide overall administrative support for quarterly safeguarding meetings, undertaking necessary research prior to meetings as well as minute taking.

Assist in the preparation for Enhanced Services reporting (both manual and via CQRS)

Overall administration of the Frailty register working closely with the Care Co-ordinator

Assist in the administration/monitoring of QOF

Overall administration/monitoring of the Learning Disabilities Enhanced Service

Assist in the administration/monitoring of the Carers register

Assist in the administration/monitoring of the Dementia/MCI register

Assist in the administration/monitoring of the patient information system Envisage

Maintenance and submission of Friends and Family Test data

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• IT qualifications

Skills

Essential

• Excellent communication skills (written and oral)
• Excellent IT skills (in particular Microsoft packages)
• Clear, polite telephone manner
• EMIS / SystmOne / Vision user skills
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Attention to detail
• Ability to work under pressure

Other criteria

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Experience

Essential

• Experience of establishing effective office administrative systems
• Experience of working in a health care setting
• Experience of data analysis
• Experience of producing data for audits
• Experience of hosting meetings and associated preparation of reports/audits etc.
• Experience of customer service/reception work

Desirable

• Experience of working with the general public
• Experience of working in a General Practice
• Experience of AskmyGP/online triage consultation software
• Experience of effective patient signposting

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Long Bennington Medical Centre

Address

10 Valley Lane

Long Bennington

Newark

Nottinghamshire

NG23 5FR

Employer's website

https://www.longbenningtonmedicalcentre.nhs.uk/ (Opens in a new tab)