GP Administrator/Clinical Read Coder - Part Time (35 hours)

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: PRACTICE ADMINISTRATOR / CLINICAL CODER

REPORTS TO: PRACTICE MANAGER

HOURS: Full Time

Job Summary:

To provide administrative support and services to all members of the practice team.

Job responsibilities (list is not exhaustive):

Management of medical records

• Extraction of necessary data from clinical correspondence and code onto electronic patient record using workflow optimization process.
• Read Coding information onto the practice clinical system.
• Scanning of letters and relevant correspondence into patients notes.
• Filing and retrieving paperwork.
• Process, handle and monitor patient referrals through the e-referral system (and any subsequent or alternative systems) as necessary.
• Type referral and other clinical letters.
• Set up, process and maintain medication for patients on weekly medication.
• Administer and monitor the Ulysses/Datix reporting system as necessary.
• Process requests for copies of medical records for patients and other providers.
• Summarisation of patients notes when requested.
• Report faults to software supplier and track progress.
• Ensure clinical system backups are taken in accordance with practice procedure.
• Interrogate data for audit purposes.
• Ensure security of data at all times.

Management of appointment system

• Ensure total familiarity with all appointment systems including regular and incidental variations.
• Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record.

Administrative support

Provide administrative support to members of the primary health care team ensuring appropriate practice records are kept up to date.

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.
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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.

Safeguarding

Safeguarding is everyone's responsibility and all employees are required to act in such a way that at all times safeguards the health and well-being of children and vulnerable adults. Familiarisation with, and adherence to, the practice Adults and Childrens Safeguarding Policies and any associated guidance is an essential requirement of all employees as is participation in related mandatory/statutory training. All employees must ensure that they understand and act in accordance with this clause. If you do not understand exactly how this clause relates to you personally then you must ensure that you seek clarification from the Safeguarding Lead as a matter of urgency. Equally, all managers have a responsibility to ensure that their team members understand their individual responsibilities with regard to Safeguarding Children and Vulnerable Adults.

Person Specification

Personal

Essential

• Committed to providing patient centred care
• Ability to work as part of a team
• Flexibility to cover additional sessions
• Ability to use own judgement, common sense and knowledge
• to respond to queries
• Able to manage own time effectively
• Ability to recognise and adhere to the need for strict
• confidentiality

Desirable

• Able to respond positively to changing priorities and demands

Qualifications

Essential

• Good education with good level of literacy skills.

Desirable

• Windows-based IT training
• European computer Driving Licence
• Qualification in medical terminology

Experience

Essential

• Previous GP surgery experience with knowledge of medical terminology/readcoding
• Excellent interpersonal and communication skills both verbal and written
• Computer literate in the use of a windows-based PC including keyboard skills
• Ability to work as part of a team in a fast-paced environment
• and remain calm under pressure.
• Ability to work unsupervised
• Evidence of collaborative working within teams

Desirable

• Decision making and problem solving skills

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

Walkden Medical Centre

Address

2 Hodge Road

Worsley

Manchester

M28 3AT

Employer's website

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