Data Administrator

Job description

Job responsibilities

Responsible to: Workflow and Reports Manager

Main Purpose: To provide data support and services to the practice which involves working across both surgeries

Health and Safety

To work within the guidelines and policies of the Practice.

To ensure that statutory requirements are met at all times and to implement practice policy as directed by the Line Manager.

To ensure that safe systems of work are practiced and that the agreed health and safety policies are carried out.

To be aware of the responsibility of every employee to have regard for safety for themselves and others at work in the health and safety at work act.

To be conversant with the practice fire regulations

Administration

All records need to be kept clearly and legibly.

Meetings

It will be necessary to attend various practice meetings as required by the role and outlined in the practice meeting program. Dates of meetings are listed on the meeting log and it is each employees responsibility to maintain their individual calendars.

Liaison

As well as the data team there is a need to work closely with medical secretaries, care navigators, dispensary and nursing staff to ensure the smooth running of the practice, reporting any problems encountered to the relevant person.

Training and personal development

It is the individuals responsibility to remain up to date with recent developments and personal CPD. Participate in the education and training of students of all disciplines and the introduction of members of the practice staff where appropriate.

Principal Duties and Responsibilities

At all times you must be aware of your limitations and refer any queries to the relevant person for support.

1. Clinical Data

1.1. Make appropriate data entries onto the clinical system as required.

1.2. Assist the Line Manager in any data requirements for commissioning purposes

1.3. Run, check and send any clinical reports during the appropriate timescales

1.4. Ensure areas of work regarding data quality are carried out and act on the results

2. Operation of the telephone system

2.1. Receive and make calls as required answering any queries that arise. Divert calls and take messages as appropriate ensuring accuracy

3. Scanning

3.1. Ensure all patient related mail is scanned onto the patients clinical record daily

3.2. Forward scanned letters to the appropriate staff member/group for action dependant on the content of the letter

3.3. Make appropriate data entries onto the clinical system as required according to the practices read coding guidelines.

4. Duties specific to the post (dependant on number or hours worked)

4.1. This post requires the working across all teams within the practice. As such it is important the keep the Line Manager informed of any problems or issues

4.2. To complete the registration process with PCSE via the links system

4.3. To check the amendments and deductions module on the computer system daily and process any items

4.4. Deal with any queries raised by PCSE

4.5. To process a patient death on S1 informing relevant staff and PCSE via the links

4.6. To provide patients and staff with a point of contact for female health queries

4.7. To enter smear results onto patients electronic records

4.8. Ensure non responder and PNL lists are completed each month for both sites

4.9. Support the monitoring of the practices clinical effectiveness and QoF performance

4.10. Support the summarising of new patients records ensuring any targets are maintained

4.11. Carry out administration required relating to the childhood immunisation programme

4.12. Assign workload i.e. bloods to Clinicians

4.13. Monitor patients blood pressure readings

4.14. Running reports/Audits

4.15. Using AI system Anima to read code letters and process patient information.

4.16. Deal with any Data related tasks sent from other members in the surgery.

Requirements for the Post

Key competencies for the Post

The post holder will need to be able to demonstrate the following competencies as part of their daily work

Essential

Communication: Excellent communication skills including written and verbal

Teamwork: The ability to work as part of a integrated multi-skilled team

Planning and organisation: Ability to work without direct supervision and determine own workload priorities

An understanding and acceptance of ones capabilities and awareness of own limitations

Flexibility and Adaptability: Flexibility of working hours to cover annual leave

Customer Focus: An ability to use own judgement, resourcefulness, common sense and local knowledge, to respond to enquiries and requests while adhering to practice limitations.

Knowledge and Skills

Desirable

Excellent literacy and numeracy skills

Previous experience of working in healthcare sector

Excellent keyboard skills with good daily working knowledge of Microsoft word, excel and outlook

Experience in using SystmOne clinical system

An understanding, acceptance and adherence to the need for strict confidentiality

Good understanding of medical terminology

Good understanding of AI Anima system.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Desirable

• Experience of working in a GP practice.
• Admin experience.

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

Swan Surgery and Forest Surgery

Address

Northgate Business Park

Bury St. Edmunds

Suffolk

IP33 1AE

Employer's website

http://www.swansurgery.org.uk/ (Opens in a new tab)