Job responsibilities
Key
Responsibilities
1.
Review
incoming correspondence from external providers (e.g. hospitals, UHL, private
services, community, and other GP Practices).
2.
Use
Anima software to:
- Code
relevant clinical information using SNOMED embedded into Anima.
- Forward
tasks to the appropriate clinician or team where required.
- Escalate
urgent or clinically significant information appropriately in line with
Practice procedures.
- File
correspondence that does not require further action or escalation.
3.
Ensure
all correspondence is processed accurately, safely, and in a timely manner.
4.
Identify
any unclear, incomplete or potentially significant information and escalate
appropriately.
5.
Apply
accurate and consistent SNOMED codes within SystmOne using Anima.
6.
Ensure
key clinical information is recorded clearly within the patient record.
7.
Avoid
duplication and maintain structured, easy-to-read records.
8.
Manage
and prioritise daily workflow to ensure correspondence is processed within
agreed timelines as per Practice protocol.
9.
Maintain
oversight of workload and escalate any capacity concerns to management.
10. Ensure appropriate
handover of outstanding work during periods of leave or absence.
11. Maintain accurate,
up-to-date and complete patient records.
12. Ensure all work is
carried out in line with practice protocols, policies and GDPR requirements.
13. Support general data
quality improvements within the practice.
14. Work collaboratively
with the Practice Manager, GPs, Pharmacists, Nurses and Administrative staff.
15. Seek clarification
where required and escalate appropriately to ensure patient safety.
16. Contribute to
consistent and safe approach to coding and correspondence handling across the
team.
17. Maintain up-to-date
knowledge of clinical coding and practice systems.
18. Participate in
training, and team meetings as and when required.
19. Engage in continuous
professional development relevant to the role.
20. Provide support to
the wider administrative and reception team when required. This may include:
- Answering
telephone calls
- Handling
patient queries
- General
administrative duties
(Clinical coding will remain the primary
focus of the role. The above may only be required if short staffed and
immediate cover is necessary).
The duties outlined
are not exhaustive and may be amended in line with the needs of the surgery.
Confidentiality
In
the course of your duties, you may have access to sensitive information
relating to patients, their carers, and practice staff. This information is
provided in confidence, and it is your responsibility to ensure that such data
is protected and handled with the utmost discretion. You must not disclose any
information to unauthorised persons unless it is necessary as part of your role
and in accordance with practice policies.
Patient
Information: All information relating to patients and their care is
confidential and must not be disclosed to third parties without the patients
consent, except in specific circumstances where there is a legal or
professional obligation to do so.
Staff
and Business Information: Information regarding practice staff and the business
operations of the practice must also be treated as confidential.
GDPR
Compliance: You must adhere to the General Data Protection Regulation (GDPR)
and other relevant laws governing the use of personal data. Any breaches of
confidentiality may lead to disciplinary action, up to and including dismissal.
Health
and Safety
You
have a personal responsibility to promote and maintain your own health and
safety, as well as the health and safety of others within the practice. You are
required to familiarise yourself with and follow the practices health and
safety policies and procedures.
Risk
Management: Identify and manage risks associated with your work activities,
ensuring that these are undertaken in a safe manner.
Incident
Reporting: Promptly report any accidents, incidents, or near misses to your
line manager, and participate in any subsequent investigations or remedial
actions.
Workplace
Safety: Use all equipment, tools, and materials safely and appropriately, and
ensure that work areas are kept tidy, clean, and free from hazards.
Infection
Control: Adhere to infection control procedures to prevent the spread of
illnesses and infections within the practice, ensuring a safe environment for
both staff and patients.
Premises
The
company has a no smoking policy throughout its premises, including buildings
and grounds.
Equality
and Diversity
We
are committed to creating an inclusive environment where all individuals are
treated with respect and dignity. We value the diverse backgrounds,
perspectives, and skills that each person brings to the practice and strive to
foster a workplace that is free from discrimination.
Respect
for All: Treat all patients, carers, and colleagues with respect, regardless of
their age, gender, race, ethnicity, disability, sexual orientation, religion,
or any other characteristic protected by law.
Non-Discrimination:
Ensure that your actions and decisions are free from any form of discrimination
and promote equality of opportunity for all.
Inclusive
Practice: Actively support and contribute to the development of an inclusive
culture within the practice by challenging discriminatory behaviour and
promoting positive attitudes.
Legal
Compliance: Adhere to all relevant equality and diversity legislation,
including the Equality Act 2010, and follow practice policies designed to
promote diversity and inclusion.
Professional
Conduct
Staff
are expected to adhere to the following guidelines regarding uniform and
professional behaviour:
Uniform
Standards: All staff members must wear the designated uniform while working.
Uniforms should be clean, neat, and presentable always. Any additional items,
such as name badges, must be worn as required by the practice.
Footwear:
Shoes should be practical, comfortable, and in line with health and safety
requirements, providing both support and a professional appearance.
Jewellery
and Accessories: For safety and hygiene reasons, the wearing of excessive
jewellery or accessories is discouraged. Only minimal, non-dangling jewellery
is permitted during working hours.
Behaviour
and Conduct: All staff are expected to behave in a manner that upholds the
dignity and respect of the practice. This includes being courteous and
respectful to patients, visitors, and colleagues always, and maintaining a calm
and professional demeanour, even in challenging situations.
Training
and Supervision
Our
practice prides itself on being a training practice and is dedicated to
supporting the development of current and future health professionals. As such,
staff are expected to actively participate in the guidance, training, and
supervision of both junior members of staff and primary care placement students
when necessary.
Mentorship:
You may be required to mentor or supervise less experienced colleagues,
providing them with the knowledge and support needed to develop their skills
and confidence in their roles.
Training
Support: Participate in the delivery of in-house training sessions and
workshops, sharing your expertise and experience to help build a knowledgeable
and competent team.
Student
Placements: Engage with primary care placement students, offering guidance and
support during their training period within the practice. This may include
providing feedback on their performance, assisting them with practical tasks,
and helping them integrate into the practice environment.
Continuous
Learning: As part of our commitment to ongoing professional development, you
are encouraged to seek out opportunities for your own learning and development.
This may include attending training courses, workshops, and seminars relevant
to your role.
Role
Model: Act as a role model to both staff and students, demonstrating the
highest standards of practice, professionalism, and patient care.
The above list of duties is not exhaustive and may include
additional tasks and responsibilities as required by the needs of the practice.