Job responsibilities
Berry
Lane Medical Centre
Data Administrator Job Description
Job Title
Data
Administrator
Line Manager
Data
and Operations Manager
Accountable to
Practice
Manager
Hours per week
Up
to 25 to 30 hours per week
Job Summary
To be responsible for
undertaking a wide range of data inputting duties in support of the
multidisciplinary team. Duties can include but are not limited to, coding
information from patients clinical records, correspondence from other care
service providers and other sources on the practice clinical system, adhering
to existing policy and procedures.
Generic
Responsibilities
All
staff at Berry Lane Medical Centre have a duty to conform to the following:
Equality, Diversity
& Inclusion
A good attitude and positive action towards
ED&I creates and environment where all individuals are able to achieve
their full potential. Creating such an environment is important for three
reasons: it improves operational effectiveness, it is morally the right thing
to do, and it is required by law.
Patients and their families have the right to be
treated fairly and be routinely involved in decisions about their treatment
and care. They can expect to be treated with dignity and respect and will not
be discriminated against on any grounds including age, disability, gender
reassignment, marriage and civil partnership, pregnancy and maternity, race,
religion or belief, sex or sexual orientation. Patients have a responsibility
to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an
environment where diversity is valued and equality of opportunity is
promoted. Staff will not be discriminated against on any grounds including
age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff
have a responsibility to ensure that you treat our patients and their
colleagues with dignity and respect.
Safety,
Health, Environment and Fire (SHEF)
This practice is committed to supporting and
promoting opportunities to for staff to maintain their health, well-being and
safety. You have a duty to take reasonable care of health and safety at work
for you, your team and others, and to cooperate with employers to ensure
compliance with health and safety requirements. All personnel are to comply
with the Health and Safety at Work Act 1974, Environmental Protection Act
1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and
other statutory legislation.
Confidentiality
This
practice is committed to maintaining an outstanding confidential service. Patients
entrust and permit us to collect and retain sensitive information relating to
their health and other matters, pertaining to their care. They do so in
confidence and have a right to expect all staff will respect their privacy
and maintain confidentiality at all times. It is essential that if, the legal
requirements are to be met and the trust of our patients is to be retained
that all staff protect patient information and provide a confidential
service.
Quality & Continuous
Improvement (CI)
To
preserve and improve the quality of our output, all personnel are required to
think not only of what they do, but how they achieve it. By continually re-examining our processes,
we will be able to develop and improve the overall effectiveness of the way we
work. The responsibility for this
rests with everyone working within the practice to look for opportunities to
improve quality and share good practice.
This
practice continually strives to improve work processes which deliver health
care with improved results across all areas of our service provision. We
promote a culture of continuous improvement, where everyone counts and staff
are permitted to make suggestions and contributions to improve our service
delivery and enhance patient care.
Induction Training
On arrival at the
practice all personnel are to complete a practice induction programme; this
is managed by the Deputy Practice Manager.
Learning and Development
The
effective use of training and development is fundamental in ensuring that all
staff are equipped with the appropriate skills, knowledge, attitude and competences
to perform their role. All staff will be required to partake and complete
mandatory training as directed by the training coordinator, as well as
participating in the practice training programme. Staff will also be permitted (subject to
approval) to undertake external training courses which will enhance their
knowledge and skills, progress their career and ultimately, enable them to
improve processes and service delivery.
Collaborative Working
All
staff are to recognise the significance of collaborative working. Teamwork is
essential in multidisciplinary environments. Effective communication is essential,
and all staff must ensure they communicate in a manner which enables the
sharing of information in an appropriate manner.
Service Delivery
Staff
at Berry Lane Medical Centre must adhere to the information contained with
practice policies and regional directives, ensuring protocols are adhered to
at all times. Staff will be given detailed information during the induction
process regarding policy and procedure.
Professional Conduct
At
Berry Lane Medical Centre, staff are required to dress appropriately for
their role. Administrative staff will be provided with a uniform whilst
clinical staff must dress in accordance with their role.
Primary Responsibilities
The
following are the core responsibilities of the data administrator. There may
be on occasion, a requirement to carry out other tasks; this will be
dependent upon factors such as workload and staffing levels:
a.
Coding data on the Emis system
b.
Extracting the required data from clinical correspondence
and inputting the data into the patients electronic healthcare record in
line with our WDP policies.
c.
Coding all secondary care (hospital) letters
d.
Monitoring patient call and recall systems
e.
Maintain effective security of data all times
f.
Support the team in the effective use of searches, audits
and recalls
g.
Support the team in the use of the clinical system
h.
Act as a liaison between the practice and manage all
fault reporting
i.
Configure searches and interpret data for audit purposes
j.
Collate the required data for reporting purposes
k.
Set up and maintain
new users according to practice protocol, ensuring they have access to
required applications and RBAC functions
l.
Ensure templates are
maintained and any appropriate amendments are made in line any changes to
Practice Protocol or clinical guidelines.
m.
Troubleshoot IT
problems and identify solutions. Where
appropriate, report IT faults to appropriate suppliers helpdesk
n.
To work with the
Ardens team to ensure data is consistently entered and is in line with the
current requirements of the GP contracts.
o.
To run searches to
find anomalies and inconsistencies in data entries, in line with advice from
the management team.
p.
Provide training
support as required to Practice staff
q.
To support the
secretarial team with the referral function of the Practice in line with
Practice and local referral criteria
r.
To assist with the
setting up of appointments onto the clinical appointments system
s.
Any other duties commensurate with skills and responsibilities.