Medical Summarising and Coding Supervisor

Brownlow Group Practice

Job summary

The Medical Summarising & Coding Supervisor has delegated responsibility for the supervision and process mapping of the Summarising & coding team and designated work. S/he should liaise with the Performance Lead to ensure provision of an efficient admin service. S/he is responsible for supervising other staff in the efficient administration of all related processes. S/he will have responsibility for actively monitoring workflow areas.

S/he will have a major impact in promoting a positive image of the practice to visitors and outside agencies.

Main duties of the job

• To monitor and manage the daily duties and rotate workload as appropriate and ensure the smooth running of the team and respective admin
• Produce a weekly rota to ensure forward planning is maintained and work is allocated daily
• To ensure that there is a high emphasis on the accuracy of summarising/coding and that scanning clerks are fully aware and trained as per the pathway
• • To actively manage patients’ records and provide a high quality of service
  • To keep the Performance Lead informed regarding all aspects of the day to day running of the team.
  • To provide support to Performance Lead as and when required
  • Support in the update of the diversion pathway review annually with clinical teams
  • • To investigate and audit any issues that may arise and feedback to the learning events/complaints team in a timely manner
    • Ensure regular monthly audits are carried out on the scanning/coding work to maintain quality and performance

    • Build a robust process for filing and holding of records including frequent contact with PCSE for collections

    •  Monitor and carry out the delegated workflow tasks, ensure compliance and take remedial action or adapt process where required e.g. GP2GP, amendments, shared care, interchanges etc.

About us

Brownlow prides itself in being an exceptional employer. We have a dedicated staff wellbeing team and offer numerous staff benefits and incentives including protected study leave with financial allowance.

We are an organisation that is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, we actively encourage individuals who self-identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+ community; members of black, minority ethnic, and minority faith groups; and from those who are disabled and / or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors, which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please let us know so that we can work to overcome and dismantle these.

Although not required by law we strongly recommend that all staff have received all Covid vaccinations.

Job description

Job responsibilities

The post-holder is required to:

• To monitor and manage the daily duties and rotate workload as appropriate and ensure the smooth running of the team and respective admin
• Produce a weekly rota to ensure forward planning is maintained and work is allocated daily
• To ensure that there is a high emphasis on the accuracy of summarising/coding and that scanning clerks are fully aware and trained as per the pathway
• To actively manage patients’ records and provide a high quality of service
• To keep the Performance Lead informed regarding all aspects of the day to day running of the team.
• To provide support to Performance Lead as and when required
• Support in the update of the diversion pathway review annually with clinical teams
• To manage and monitor the effectiveness of the team and take remedial action / adapt where appropriate
• To investigate and audit any issues that may arise and feedback to the learning events/complaints team in a timely manner
• Ensure regular monthly audits are carried out on the scanning/coding work to maintain quality and performance
• Report into monthly MM through KPI’s update

· To provide and ensure annual appraisal and 121s of the summarising team, scanning clerks and to act as a mentor for any new starters

· To be responsible for the line-management of the Summarising/coding Team and Scanning Clerks and ensure that all Personnel Files are maintained in accordance with the Practice guidelines

· To allocate and manage staff leave in accordance with the practice Holiday Policy

• To follow the practice guidelines on staff support, capability and discipline and carry out any necessary measures

· To assist in the implementation of all procedures and ensure appropriate training of all summarising admin staff.

· Build a robust process for filing and holding of records including frequent contact with PCSE for collections

• To have active involvement in staff recruitment and ensure all HR and Contractual requirements are met.
• To discuss with the HR Manager or the Performance Lead any proposals for changes to staff contracts; ensuring changes are documented and agreed in accordance with the Practice Procedures

· To assist in the updating and devising of Practice Policies & Procedures and ensure compliance with appropriate legislation and guidance

· Monitor and carry out the delegated workflow tasks, ensure compliance and take remedial action or adapt process where required e.g. GP2GP, amendments, shared care, interchanges etc.

· Manage/monitor deletions and ensure prompt return of records

· To ensure adherence to the H&S requirements at each site and ensure daily compliance with procedures. To deal promptly with any concerns or report to line-manager/building manager/Practice H&S representative as appropriate

· Any other reasonable delegated duties considered appropriate to the post

Practice Development and clinical governance

• participate in primary healthcare team meetings
• provide data, as required, for practice development plans and reports
• contribute information on current activities towards reviews of clinical services
• contribute to strategy formulation and review within the practice
• collect data as part of the clinical audit process
• collect data as part of the organisational audit process
• be aware of practice policies on risk management/Health & Safety/Incident reporting, and operate appropriate procedures for minimising risk
• be aware of issues and terminology related to clinical effectiveness & evidence-based practice
• be aware of issues related to professional development for self and the staff groups s/he has responsibility for and be committed to participation in training and education.
• To provide mentorship to the summarising admin staff

• Comply with the practice-based learning event procedure and forward as appropriate in a timely manner

• Provide support and facilitate training for the summarising, admin clerk staff
• Lead fortnightly staff meetings with the team addressing training needs and feeding into Performance lead for Senior meetings
• Monthly audits of each team member to ensure mistakes are being highlighted promptly and acted upon
• participate in the recruitment and selection process for appointing new staff
• Identify needs for own training or that of others; assist in the co-ordination of induction for new admin staff
• participate in the provision of all relevant mandatory and non-mandatory training for the summarising/admin team
• monitor admin/summarising staff time-keeping, sickness, unauthorised absences and take appropriate action; report and discuss problems with capacity, discipline or staff grievances to HR Manager/Partners/Deputy Operations Manager
• participate in practice procedures for performance review, appraisal or mentoring and promote value of schemes to summarising/admin staff

• monitor equipment and report operating problems
• contribute to ensuring premises security

• to liaise with landlord in shared services and premises to ensure limits of responsibility are understood and acted on.
• to ensure practice complies with Health & Safety legislation through responsibility for the practice policy; disseminate policy to all users of the premises

Management of risk / health, safety, and security

· Follow Health & Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system.

· Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work.

Equality and diversity

· Respect the privacy, dignity and beliefs of patients, carers, visitors, and co-workers. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.

· Be aware of procedures regarding protection of children and vulnerable adults, including Practice and NHS policies. Follow the guidance and policies and take action in an appropriate manner.

Confidentiality

• All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Group Practice is confidential. Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation

Communication and relationships

· Liaise with members of the Practice, other NHS organisations and outside agencies as appropriate to the role.

· Communicate sensitively and effectively with others, using active listening and adapting communication style and method as necessary to meet their needs.

· Participate in meetings as appropriate.

Team working

· Understand own role and scope in the practice.

· Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner.

Special requirements of the post

1. An understanding, acceptance and adherence to the need for strict confidentiality and to comply with data protection act and Caldicott Principles
2. An ability to use own judgement, resources, common sense and local knowledge to respond to patients’ enquiries and requests
3. Excellent communications and customer care skills
4. Identify and respond to needs of diverse population
5. Organisational skills
6. Flexibility
7. Computer skills
8. Ability to work as part of a team
9. Ability to work on own initiative

This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

Person Specification

Qualifications

Essential

• A sound general education to GCSE level or equivalent, or equivalent working experience.
• A good standard of grammar and spelling in the English language.
• The ability to produce accurate and thorough work, including alphabetical filing.
• Excellent computer skills, including Microsoft Office. Good keyboard skills.
• Experience of managing or supervising staff.
• Experience of giving feedback and training to improve staff performance.
• Previous experience that demonstrates good attention to detail.
• Recent experience within a GP setting or office environment
• Experience of GP database systems
• Experience of working in a team
• Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• Personal skills and abilities
• A friendly and approachable manner, with good people skills, showing understanding, care and assertiveness when appropriate.
• The ability to communicate clearly and effectively (both verbal and written) with a wide range of individuals including patients and outside agencies
• A conscientious approach and commitment to working in an adaptable and flexible manner.
• The ability to work calmly and effectively and deal with multiple demands even when busy.
• The ability to deal with personal information sensitively and respect people's right to confidentiality.
• The ability to work positively as a member of a busy team.
• The ability to produce work that is accurate, thorough and well presented.
• The ability to give good and regular attendance.
• The ability to work independently and use initiative.
• Ability to work with colleagues and services users In a non-judgemental manner
• A friendly and approachable manner, good with people skills, showing understanding, care and assertiveness when appropriate.
• The ability to influence others positively, negotiate constructively and resolve conflict successfully.
• The ability and willingness to engage with individuals to improve their personal performance.
• The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales.
• Commitment to equal opportunities
• The ability to manage conflict calmly and positively and adhere to procedures under pressure.
• The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events.
• General
• A commitment to support the delivery of the best possible service to a diverse inner city population.

Desirable

• Training or qualifications in management, administration, customer service, IT or other related areas.
• Experience of summarising and read coding in the NHS.
• Experience of working with Emis Web.
• Experience of working in a healthcare setting.
• Experience of making improvements to working practices, e.g. the development and implementation of new systems, polices and protocols.

Employer details

Employer name

Brownlow Group Practice

Address

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)