Job summary
Data Quality administrator & Medical Receptionist
We are looking for an addition to our friendly and supportive but driven, effective team. This is a new role within the Practice, it is a hybrid position with 2 days focused on data quality, managing QOF call and recall using our new digital and partly automated system Abtrace and 1 day reception front of house services and patient signposting including all aspects of reception and non-clinical medical administration. The role will also include associated administration duties as required.
Candidates must be enthusiastic, caring and patient focused. We are passionate about patient care and well being and welcome candidates with the same ethos. You must be educated to a minimum of GCSE level with relevant experience preferred but not essential as full training will be provided by our friendly and welcoming team. We offer comprehensive training for all aspects involved in the role. We have a great team and offer a friendly and supportive workplace.
Shifts are fixed at 07:45 to 18:30 days - please do not apply if you cannot commit to these start and finish times. This role includes attendance at our once monthly training afternoon on a Thursday - attendance at this is mandatory and not negotiable even if it falls on a non working day.We cannot currently accommodate students due to the need for cover and ad hoc working to ensure continuity of service.
Main duties of the job
Data Quality
- Management of call and recall for QOF / IIF / /DES and local Care / PCN plus any additional schemes or projects to which the Practice has opted in.
- Coding of data and corrections of data errors and omissions to ensure correct achievement and data entries.
- Liaise with staff to ensure correct coding and recording of all required information.
- Lead on the management of coded data in patient records and the tidying up of electronic medical records opportunistically but also proactively.
- Keep abreast of current data quality issues and information.
- Lead on achievement of key indicators and plan for all projects and data quality related projects
- Attend Data Quality meetings and additional meetings relevant to the role.
Reception
All aspect of reception and administration duties within a GP Practice including but not limited to:
Dealing with patient queries by telephone, online platform and in person.
Assisting all members of the Practice team
Adhereing to health and safety, confidentiality, policies and procedures plus mandatory training including attendance at Thursday monthly COMET sessions.
All reasonable tasks as required by Management and Doctors.
Processing of incoming documents, emails , requests and patient contacts.
Full job description attached
About us
The Alexandra Practice is committed to patient centered care and staff training & development. We operate with a friendly and supportive ethos in mind at all times. Our main priority is patient first care within a warm and caring environment. Patient and staff wellbeing is fundamental to our Practice ethos and we continually strive to learn, grow and improve in line with new technologies and developments in healthcare.
We have adopted new digital systems in order to support our working practices and ease the administrative burden that seems to have overwhelmed the NHS sector currently. We work in a supportive and team environment, protecting our staff as well as our patients and care processes.
Staff benefit from NHS Pensions scheme, training and development packages, staff well being support and regular group sessions including the whole Practice team.
Job description
Job responsibilities
Data QualityAdministrator
- Management of call and recall for QOF / IIF / /DES and local Care / PCN plus any additional schemes or projects to which the Practice has opted in.
- Lead and manage the Practice Abtrace system as part of the overall Data Quality role ensuring staff fully utilise the system, provide training and guidance as needed and trouble shoot any issues that arise.
- Coding of data and corrections of data errors and omissions to ensure correct achievement and data entries.
- Liaise with staff to ensure correct coding and recording of all required information.
- Lead on the management of coded data in patient records and the tidying up of electronic medical records opportunistically but also proactively.
- Keep abreast of current data quality issues and information.
- Lead on achievement of key indicators and plan for all projects and data quality related projects
- Attend Data Quality meetings and additional meetings relevant to the role.
- Provide feedback and updates to the Practice Manager and GP Partners as required.
- This is list is not exhaustive and the post holder is required to undertake tasks and duties as required by the Practice Manager or GP Partners to ensure smooth and safe running of the Practice this may include tasks outside of the designated role but will be within the capabilities of the post holder.
Reception & General Administration
All aspect of reception and administration duties within a GP Practice.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. This is not an exhaustive list and duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:
- Triage and sign post all incoming patient queries to the correct health care professional including but not limited to pharmacy teams, physio, self-help and referral, 111 , opticians and sexual health clinics
- Utilise the Practice digital systems to ensure care coordination of patients in line with current Practice procedures and protocols
- Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the Practice appointments system
- Processing in person and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional or via the correct digital system
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Signposting, responding to and forwarding of online dashboard queries (Ask My GP)
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with Practice guidelines and polices
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures and protocols for the role
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to Practice and third party staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Ordering, re-ordering and monitoring of stationery and other supplies
- Provision of refreshments for staff and visitors as required.
- Keeping the reception area tidy and free from obstructions and clutter
- Assist clinicians with chaperone duties following chaperone training completion
- Adhere to Practice chaperone policy when assisting as above
- Comply with all Safeguarding requirements within the Practice, report concerns as per safeguarding training
- Action any safeguarding issues promptly and refer / report as appropriate in line with your training
- Follow all Infection Control procedures and ensure compliance with Infection Control Training at all times
- Adhere to Practice Policies and Procedures and Employee Handbook conditions
- Attend COMET training afternoon on the designated Thursday of each month for mandatory training
- Complete all required training applicable to your role
- Process incoming documents to the Practice via the scanning and workflow protocol where appropriate (separate role to reception duties)
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
- Applications must be willing /able to comply with the current regulations regarding data security and any Data Protection Act currently in force as applicable
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, to include:
- Adherence to the Practice H&S Risk assessment ensure a working knowledge of this
- Using 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
- Reporting potential risks identified
- Post holder must have a satisfactory enhanced DBS Clearance upon appointment and must disclose any incidents thereafter immediately
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
- Comply with the Practices zero tolerance polices and all diversity ad equality training requirements
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.
- The Practice expect all staff to participate in regular training; this will be linked to national and local requirements and legally requirements.
- Staff are expected to attend regular Practice meetings as well as Comet training days. Active participation is welcomed and encouraged.
- A constructive process of appraisal is carried out regularly with each member of staff.
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
- Ensure they comply with Practice policy on / and are fully trained to understand the Accessible Information Standards
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
Data QualityAdministrator
- Management of call and recall for QOF / IIF / /DES and local Care / PCN plus any additional schemes or projects to which the Practice has opted in.
- Lead and manage the Practice Abtrace system as part of the overall Data Quality role ensuring staff fully utilise the system, provide training and guidance as needed and trouble shoot any issues that arise.
- Coding of data and corrections of data errors and omissions to ensure correct achievement and data entries.
- Liaise with staff to ensure correct coding and recording of all required information.
- Lead on the management of coded data in patient records and the tidying up of electronic medical records opportunistically but also proactively.
- Keep abreast of current data quality issues and information.
- Lead on achievement of key indicators and plan for all projects and data quality related projects
- Attend Data Quality meetings and additional meetings relevant to the role.
- Provide feedback and updates to the Practice Manager and GP Partners as required.
- This is list is not exhaustive and the post holder is required to undertake tasks and duties as required by the Practice Manager or GP Partners to ensure smooth and safe running of the Practice this may include tasks outside of the designated role but will be within the capabilities of the post holder.
Reception & General Administration
All aspect of reception and administration duties within a GP Practice.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list. This is not an exhaustive list and duties may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving Practice workload and staffing levels:
- Triage and sign post all incoming patient queries to the correct health care professional including but not limited to pharmacy teams, physio, self-help and referral, 111 , opticians and sexual health clinics
- Utilise the Practice digital systems to ensure care coordination of patients in line with current Practice procedures and protocols
- Opening up/locking-up of Practice premises and maintaining security in accordance with Practice protocols
- Maintaining and monitoring the Practice appointments system
- Processing in person and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional or via the correct digital system
- Processing and distributing incoming (and outgoing) mail
- Taking messages and passing on information
- Signposting, responding to and forwarding of online dashboard queries (Ask My GP)
- Filing and retrieving paperwork
- Processing repeat prescriptions in accordance with Practice guidelines and polices
- Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures and protocols for the role
- Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
- Providing clerical assistance to Practice and third party staff as required from time to time, including word/data processing, filing, photocopying and scanning
- Ordering, re-ordering and monitoring of stationery and other supplies
- Provision of refreshments for staff and visitors as required.
- Keeping the reception area tidy and free from obstructions and clutter
- Assist clinicians with chaperone duties following chaperone training completion
- Adhere to Practice chaperone policy when assisting as above
- Comply with all Safeguarding requirements within the Practice, report concerns as per safeguarding training
- Action any safeguarding issues promptly and refer / report as appropriate in line with your training
- Follow all Infection Control procedures and ensure compliance with Infection Control Training at all times
- Adhere to Practice Policies and Procedures and Employee Handbook conditions
- Attend COMET training afternoon on the designated Thursday of each month for mandatory training
- Complete all required training applicable to your role
- Process incoming documents to the Practice via the scanning and workflow protocol where appropriate (separate role to reception duties)
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
- Applications must be willing /able to comply with the current regulations regarding data security and any Data Protection Act currently in force as applicable
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, to include:
- Adherence to the Practice H&S Risk assessment ensure a working knowledge of this
- Using 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
- Reporting potential risks identified
- Post holder must have a satisfactory enhanced DBS Clearance upon appointment and must disclose any incidents thereafter immediately
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
- Comply with the Practices zero tolerance polices and all diversity ad equality training requirements
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.
- The Practice expect all staff to participate in regular training; this will be linked to national and local requirements and legally requirements.
- Staff are expected to attend regular Practice meetings as well as Comet training days. Active participation is welcomed and encouraged.
- A constructive process of appraisal is carried out regularly with each member of staff.
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
- Ensure they comply with Practice policy on / and are fully trained to understand the Accessible Information Standards
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
- GCSE grade A to C in at least 4 subjects including English and Maths
- Must be IT literate and of a high standard
- Experience of EMIS Medical Systems
- Minimum of 1 year Data Quality experience or a proven working knowledge of EMIS coding and snomed codes
- Any additional training which would be beneficial to the role
Desirable
- Previous experience with EMIS, NHS Email, Docman and word processing.
- Safeguarding
- Infection Control
- Information Governance & GDPR
- Experience in a similar or relevant Data Quality role
Person Specification
Qualifications
Essential
- GCSE grade A to C in at least 4 subjects including English and Maths
- Must be IT literate and of a high standard
- Experience of EMIS Medical Systems
- Minimum of 1 year Data Quality experience or a proven working knowledge of EMIS coding and snomed codes
- Any additional training which would be beneficial to the role
Desirable
- Previous experience with EMIS, NHS Email, Docman and word processing.
- Safeguarding
- Infection Control
- Information Governance & GDPR
- Experience in a similar or relevant Data Quality role
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.