Job responsibilities
JOB
TITLE:
Data Entry
& Records Team Administrator
MAIN
PURPOSE OF POST: To provide administrative support to
the Practice and Partners, in
particular clinical coding and paper management and summarizing of clinical
notes
RESPONSIBLE
TO: Practice
Management Team
SALARY: £12.21
HOURS: 30 hours per week
TYPE OF
CONTRACT: Temporary 1-year fixed term (Maternity
Cover)
Main
Duties:
Responsible
for organising, collecting and distributing all internal and external, incoming
and outgoing mail.
Open
and date stamp all relevant incoming mail.
Check
incoming emails regularly and ensure any labelled URGENT are printed and
brought to the attention of the appropriate clinician.
Collect
baskets from reception and distribute contents as appropriate.
Distribute
all mail (brochures, circulars etc. and repeat prescriptions to Clinical staff.
Collect
ad-hoc paperwork from reception and distribute.
Scan,
index and workflow both paper and electronic incoming mail, ensuring coding is
added, using formulary (Systmone) and following appropriate protocols,
currently EZ DOC.
Scanning
and data entry of other paper documents, using formulary.
Enter
clinical data for blood results received in paper format or by email.
Send
out maternity check letters to new mothers on receipt of Maternity discharge
letters, contacting patient to verify contact details as required.
Be
responsible for the secure management of paper-flows through the scanning room
and safe disposal when complete.
Be
responsible for franking post. Documenting recorded delivery items as required
as cover.
Ensure
all post is taken to Post Office each day.
To
carry out summarizing of incoming notes for new and returning patients in a
timely manner, working to the scanning protocol as agreed.
Appointment
Systems:
Ensure
total familiarity with all systems in effect including regular and incidental
variations.
Monitor
effectiveness of the system and report any problems or variations required.
Management
of Medical Records:
Ensure
correspondence, reports, results, etc. are filed in correct order.
Any
Other Delegated Duties Considered Appropriate to the Post deemed reasonable by
any Partner or Practice Management Team
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, the practice Health & Safety Manual, and the practice Infection
Control policy and published procedures. This will 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
Actively
reporting to health and safety hazards and infection hazards immediately when
recognised
Keeping
own work areas and general / patient area generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope of
the job holders role
Undertaking
periodic infection control training (minimum annually)
Reporting
potential risks identified
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 authorized persons in
accordance with the Practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
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 recognises the importance of peoples 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 teams performance
Work
effectively with individuals in other agencies to meet patients needs
Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
Communicate
effectively with other team members
Communicate
effectively with patients and carers
Recognise
peoples 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
