Coding and Summarising Site Manager

Job description

Job responsibilities

Duties and responsibilities

Following practice policies, protocols and guidelines, duties will be:

Line-manage the coding/summarising team to ensure a professional, efficient, and effective service with an emphasis on a high standard of quality and performance

To monitor and manage the daily workload in ensuring all aspects of work are covered and manged in a timely manner

Ensure there is a high emphasis on the accuracy of coding/summarising and that scanning clerks are fully aware and trained as per the pathway

Produce KPI reports, review processes and carry out regular audits on the coding/summarising workload across the sites

To actively manage patients records and provide a high quality of service

Support in the update of the diversion pathway review annually with clinical team

To investigate and audit any issues that may arise and feedback to their line manager in a timely manner

Ensure regular monthly audits are carried out on the scanning/coding work to maintain quality and performance

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

Produce rotas for the team in advance

Contact and arrange for medical students to support workload as and when required

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 attend, participate in and contribute to staff meetings and to be responsible for chairing the coding/summarising meetings

Site Manager Duties

To deputies for the site manager when required and oversee the site

Deputise and monitor/manage flow of calls coming into practice ensuring there is always adequate cover on the phones.

Always liaise with the Deputy Operations Manager and ensure they are up to date with any risks, staffing issues or workload.

Work as part of a close team of Site managers and ensure you display good communication and teamwork at all times.

Facilitate rotas and ensure they are sent out to the team within a good timescale

To organise maintenance schedules, recommend purchase of new pieces of equipment, undertake feasibility studies plan and monitor premises maintenance and cleaning services, liaising with, or supervising contractors as necessary; report any problems to the relevant persons.

Ensure practice complies with Health & Safety.

Communicate effectively with the Building Managers at each site regarding any premises issues.

Ensure that there is adequate stock of stationary is maintained at sites.

HR Duties

Mentor staff and maintain regular 121s and appraisals.

Ensure the holiday policy is adhered to and action staff leave as and when required.

Follow the practice guidelines on staff timekeeping, sickness, unauthorised absence, support, capability, and discipline and take appropriate action and carry out any necessary measures.

Ensure staff personal files are kept up to date and any meetings are recorded.

Discuss any concerns and seek support from the HR Manager when required.

Manage any patient concerns or complaints as they arise and try to resolve at the time of occurrence ensure that any issues highlighted are sent to the relevant complaints/learning events team in a timely manner.

To have active involvement in staff recruitment and ensure all HR and contractual requirements are met.

To ensure all personnel data i.e job descriptions, specifications, inductions, job plans, and recruitment info are updated and passed on to the HR Manager.

To take part in induction programmes for all new recruits and student placements.

To support all clinical staff working in the practice.

Be aware of relevant decisions from partners meetings and implement action as appropriate.

Any other reasonable delegated duties considered appropriate to the post.

Practice Development and Clinical Governance

To attend and participate in management meetings.

Contribute information on current activities towards reviews of clinical services.

Contribute to strategy formulation and review within the practice.

To be aware of practice policies on risk management, Health & Safety, Incident reporting and operate appropriate procedures for minimising risk.

To be aware of issues and terminology related to clinical effectiveness & evidence-based practice.

To 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 participate in the provision of all relevant mandatory and non-mandatory training for the reception/admin/supervisory groups

To participate and help organise Practice Synergy Events alongside the Quality Group where appropriate

Health and Safety Responsibilities

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

Must co-operate with the employer in so far as necessary to enable that duty or requirement to be performed or complied with.

No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare.

Confidentiality

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

We require applicants whose native language is not English to demonstrate their competence in the English language. This can be demonstrated by:

- Providing Certification of English proficiency

- During interview should you be invited to attend

Other job locations:

Bentley Road Liverpool L8 0SY

Peach Street Liverpool L69 7ZL

26 Argyle Street Liverpool L1 5DL

155 Edge Lane Edge Hill Liverpool L7 2PF

2 Vauxhall Road Liverpool L3 2BG

Person Specification

Knowledge, training and experience

Essential

• A sound general education to A-level or equivalent, or equivalent working experience.
• A good standard of grammar and spelling in the English language.
• Excellent computer skills, including Microsoft Office and ability to produce audits
• Experience of managing or supervising staff and working as part of a team
• Experience of giving feedback and training to improve staff performance
• Flexibility to ensure cross site working as and when necessary
• Good understanding of clinical coding and summarising
• Knowledge and understanding of the GP2GP and workflow processes

Desirable

• Training or qualifications in management, administration, IT, or other related areas.
• Experience of working in a healthcare setting with knowledge of QOF CQC, Enhanced Services, prescribing.
• Experience of managing and dealing with complaints.
• Experience of recruitment and selection of staff.
• Experience of making improvements to working practices, e.g. the development and implementation of new systems, polices and protocols.
• Managing teams across multiple sites.

Personal skills and abilities

Essential

• Excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• The ability to work independently and use own initiative
• The ability to produce work that is accurate, thorough, and well presented.
• A friendly and approachable manner, good with people skills, showing understanding, care, and assertiveness when appropriate.
• 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 cope with occasional exposure to challenging behaviour, distressing circumstances, or emotional events.
• The ability to deal with personal information sensitively and respect peoples right to confidentiality.
• The ability to work positively as a member of a busy team.
• 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 give good and regular attendance.
• Demonstrate your competence in the English language. Assessed at interview/ Certificate of English proficiency

General

Essential

• A commitment to support the delivery of the best possible service to a diverse inner-city population.

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

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)