Job responsibilities
The post holder is responsible for
contributing to the responsibilities of the QI department under the direction
of the Team Leader - Data Scanning.
This department is a back office influence and is integral to the smooth
running of the patient's administrative journey. The department ensures
that data is up to date and relevant;
supporting projects that can affect financial and business decisions.
Data Scanning Administrator provides
admin support to the coding team and ensure all admin duties are undertaken
effectively.Scan relevant clinical information onto patient medical
records ensuring all patient identifiable information is checked before
document is scanned.. Once scanned on, to read all the information, and code
all procedures, operations, new diagnoses, and all relevant medical
information. These then either get completed on the medical records, sent to a
clinician, or to the relevant department, depending on what needs processing as
per scanning pathway..
Safeguarding duties
Respond to telephone enquiries from internal and
external partners promptly and professionally.
Coordinate administrative tasks for the
Safeguarding Team, including scheduling meetings, managing correspondence, and
organizing documentation.
Input data accurately for audit and Care Quality
Commission (CQC) purposes, maintaining meticulous medical records to uphold
regulatory compliance.
Add pertinent information to patient medical
records to support staff in maintaining patient safety protocols.
Support the preparation of Child Protection
Reports, ensuring accuracy and timeliness in forwarding relevant information to
appropriate parties.
Liaise effectively with external agencies to
facilitate the sharing of information in accordance with confidentiality and
data protection guidelines.
Arrange collaborative meetings with internal and
external partners, coordinating schedules and logistics as needed.
Monitor and distribute tasks from the soft
concerns pool and safeguarding pools, ensuring timely resolution and
appropriate allocation of resources.
Process and record scanned documents and emails
from internal and external departments, maintaining organized electronic filing
systems.
Summarize medical records of new patients under
18 years old, enabling quick identification and assessment of any safeguarding concerns.
Scanning Duties
Assist the scanning team with read coding as
necessary, supporting document processing and note summarizing tasks to enhance
workflow efficiency.
Scan relevant clinical information onto patient
electronic records and send to correct group as per scanning pathway ensuring
all patient identifiable information is checked, and all relevant information
has been meticulously read coded and all relevant QOF indicators have been
input before document is completed or forward to relevant department.
Ensure filing is kept up to date and filed in
alphabetical order.
Upload any documents or text to the patients
record (where possible) and forward any queries to the relevant department i.e.
GP, insurance, prescribing team, pharmacy via a task.
To check the NHS system and emails throughout
the day and action appropriately directing to the correct recipient.
Follow protocols for NHS for safeguarding, Coroners
letters, suspicious character alerts and continuance of specialised list.
Work as part of the coding team to deliver on tasks.
To provide data, as requested, for practice
development plans and report.
To be aware of practice policies on risk
management / incident reporting and health and safety and operate appropriate
procedures for minimising risk.To be aware of issues related to own
development and be committed to participate in training and education
Retrieve and re-file records as required,
ensuring that strict alphabetical order is adhered to
Ensure correspondence, reports, results etc, are
entered / scanned onto the computer database as per protocol and are filed in
the correct record
To register all new patients correctly and
within a timescale
To summarise all Lloyd George notes when
received, ensuring all relevant medical information is recorded on the correct
patients records
To sensitively deal with any patients that have
passed away, and ensure that all procedures are dealt with appropriately and
with empathy.
Ensure total familiarity with the database
system including the ability to scan documents correctly
Comply with all systems for data security and
protection
Participate in the receipt of documents,
assigning work to the correct work streams, analysing for discrepancies or
issues that may then require direct contact with the customer/supplier,
ensuring deadlines are met for payment schedules or other processes.
Prepare documents to an adequate standard for
scanning, making all relevant checks and taking appropriate corrective action
where discrepancies are found.
Prepare documents to the necessary standards and
complete all necessary documentation for return to customer/stakeholders.
Ensure appropriate methods are used, with all policies and procedures
associated adhered to
Working on relevant computer system
applications, accurately inputting, updating, and amending information,
including where appropriate customer details, according to set procedures to
ensure that the enquiries are handled appropriately and actioned fully.
Ability to show genuine empathy, patience and
resilience when communicating with our customers to deliver exceptional
customer service and come to an agreed resolution.
Working to agreed performance and accuracy
targets and standards, complying with all regulatory requirements such as Data
Protection,
Manages own workload and operates all services
in line with Service Level Agreements, internal agreements and policies,
technical instructions, and procedures and within agreed time scales.
Where required, may be requested to train, coach
and mentor new or established staff to the duties of the role.
Where required, process quality standard
sampling checks and provide feedback to managers and colleagues.
Demonstrate an appreciation of Quality by
complying with all Quality Systems, identifying, and recommending opportunities
to improve working practices.
Responsible for the security of documents,
information and equipment under their control and undertakes all duties in line
with GDPR regulations.
