Job summary
Blofield surgery are looking for a Clinical Data Administrator to work within our friendly administration team in a supporting role to our Data Quality Administrator. At the core of our Practice values is patient care, satisfaction and team wellbeing. As Clinical Data Administrator, you will assist the Data Quality Administrator to ensure the Practice continues to provide the best level of care to its patients through proper implementation of new and existing primary care services. You will also support with national campaigns (such as influenza and covid vaccinations) to ensure our patients are given every opportunity to attend. You will also have a good level of IT knowledge and be able to support the Practice Team on a daily basis.
Experience in working in General Practice in a similar role or a reception administration role is essential.
Main duties of the job
Main Duties
Reviewing
medical records and producing an accurate summary of the patients medical
history.
Read
Coding the information into the practice clinical system
Administration
of patient call and recall systems
Filing
and retrieving paperwork
Extraction
of necessary data from clinical correspondence and input into electronic patient
Record.
Scanning
of letters and relevant correspondence into patients notes when
necessary/requested
Summarisation
of patients notes
Filing
results and any other relevant documents in patients notes and refilling notes
after use
Support with national campaigns (such as influenza and covid
vaccinations) to ensure our patients are given every opportunity to
attend.
Collection
of Pathlinks and the timely filing of the results in the relevant patients
notes
Check,
monitor and deal with registration amendments, deductions and rejections as
they appear in the GP links system
Deal
with Temporary Resident Forms upon expiry
Ensue
accurate records are kept and processed with particular reference to patient
registrations, births and deaths
Interrogate
data for audit purposes
Support
and guide members of staff in the use of the computer system when appropriate
in the absence of the Data Quality Administrator
Deal
with IT problems in the absence of the Data Quality Administrator
Supporting
the Data Quality Administrator
Support
to the Practice Manager, Partners and Operations Lead where appropriate
About us
We are a friendly and forwarding thinking semi rural practice with a patient list size of 8200.
We have a large team of GPs, Nurses, reception, dispensers, cleaners, adminstrators and management all working together to achieve the best outcomes for our patients.
We firmly believe that excellent patient care is linked to team wellbeing and we strive to support our team to give them the knowledge and confidence to carry out their role.
We have social events and quiz nights as well as team meetings to encourage communication within the practice and to share ideas
Job description
Job responsibilities
Job Summary:
The main purpose of this role is to support the Data Quality Administrator to ensure the Practice continues to provide the best level of care to its patients through proper implementation of new and existing primary care services. One of the main responsibilities of the post-holder will be to summarise and read code relevant information from patients clinical records, hospital correspondence and other sources into the practice computer system, working strictly in accordance with the practices policy of processing incoming clinical letters and discharge summaries and summarising of new patients notes.
Main Duties/Key Tasks:
Reviewing medical records and producing an accurate summary of the patients medical history.
Read Coding the information into the practice clinical system
Administration of patient call and recall systems
Filing and retrieving paperwork
Extraction of necessary data from clinical correspondence and input into electronic patient Record.
Scanning of letters and relevant correspondence into patients notes when necessary/requested
Summarisation of patients notes
Filing results and any other relevant documents in patients notes and refilling notes after use
Support with national campaigns (such as influenza and covid vaccinations) to ensure our patients are given every opportunity to attend.
Collection of Pathlinks and the timely filing of the results in the relevant patients notes
Check, monitor and deal with registration amendments, deductions and rejections as they appear in the GP links system
Deal with Temporary Resident Forms upon expiry
Ensue accurate records are kept and processed with particular reference to patient registrations, births and deaths
Interrogate data for audit purposes
Support and guide members of staff in the use of the computer system when appropriate in the absence of the Data Quality Administrator
Deal with IT problems in the absence of the Data Quality Administrator
Ensure security of data at all times
Supporting the Data Quality Administrator
Support to the Practice Manager, Partners and Operations Lead where appropriate
Any other delegated duties appropriate to the post
Other Duties
Any other duties commensurate with skills and responsibilities as requested by the Partners or the Practice Manager
Competencies
Sound knowledge of Windows and MS Teams and MS 365
Awareness of data security requirements
IT literate to be able to carry out duties of job to the required standard
Good verbal and written communication skills
Problem solving skills
Flexible approach, team player, good sense of humour
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 authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
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 of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas 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
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 recognizes 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 recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize 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
Job description
Job responsibilities
Job Summary:
The main purpose of this role is to support the Data Quality Administrator to ensure the Practice continues to provide the best level of care to its patients through proper implementation of new and existing primary care services. One of the main responsibilities of the post-holder will be to summarise and read code relevant information from patients clinical records, hospital correspondence and other sources into the practice computer system, working strictly in accordance with the practices policy of processing incoming clinical letters and discharge summaries and summarising of new patients notes.
Main Duties/Key Tasks:
Reviewing medical records and producing an accurate summary of the patients medical history.
Read Coding the information into the practice clinical system
Administration of patient call and recall systems
Filing and retrieving paperwork
Extraction of necessary data from clinical correspondence and input into electronic patient Record.
Scanning of letters and relevant correspondence into patients notes when necessary/requested
Summarisation of patients notes
Filing results and any other relevant documents in patients notes and refilling notes after use
Support with national campaigns (such as influenza and covid vaccinations) to ensure our patients are given every opportunity to attend.
Collection of Pathlinks and the timely filing of the results in the relevant patients notes
Check, monitor and deal with registration amendments, deductions and rejections as they appear in the GP links system
Deal with Temporary Resident Forms upon expiry
Ensue accurate records are kept and processed with particular reference to patient registrations, births and deaths
Interrogate data for audit purposes
Support and guide members of staff in the use of the computer system when appropriate in the absence of the Data Quality Administrator
Deal with IT problems in the absence of the Data Quality Administrator
Ensure security of data at all times
Supporting the Data Quality Administrator
Support to the Practice Manager, Partners and Operations Lead where appropriate
Any other delegated duties appropriate to the post
Other Duties
Any other duties commensurate with skills and responsibilities as requested by the Partners or the Practice Manager
Competencies
Sound knowledge of Windows and MS Teams and MS 365
Awareness of data security requirements
IT literate to be able to carry out duties of job to the required standard
Good verbal and written communication skills
Problem solving skills
Flexible approach, team player, good sense of humour
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 authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
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 of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas 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
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 recognizes 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 recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize 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
Person Specification
Qualifications
Essential
- A good level of education
Desirable
Experience
Essential
- Experience of working within general practice, ideally in an administrator role or reception administration role.
- Understanding of clinical coding
- Understanding of income streams including QOF
Person Specification
Qualifications
Essential
- A good level of education
Desirable
Experience
Essential
- Experience of working within general practice, ideally in an administrator role or reception administration role.
- Understanding of clinical coding
- Understanding of income streams including QOF
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.