Job responsibilities
UPTON GROUP
PRACTICE
PARTNERS
OF THE PRACTICE
Dr G M Annett
Dr H V Kini
Dr D Thomas
Dr L Dixon
JOB DESCRIPTION
Post : Data Administrator
Responsible to : Data Manager
Accountable to : Practice Manager and Partners
PURPOSE OF THE POST
To carry out data processing
and clerical duties as part of a team responsible for the administrative
functions within a busy medical practice.
JOB REQUIREMENTS
To accept the necessity for
working as part of a team, to provide excellent service to the patients of the
practice. A matter of great importance is the need to always observe
confidentiality and to be aware of the consequences of failing to do so. Staff
are also expected to be both adaptable and receptive towards the ever-changing
needs of the practice, and to be flexible to work extra time at short notice
for any holiday or sickness cover which may be required.
MAIN DUTIES
Maintenance of Computerised Records
Inputting
relevant patient data onto the computer as instructed.
Maintaining
computerised records; daily, monthly, and annual checks, which may consist of
mail shots, patient information letters being sent, recalls for various
programmes, results or incoming post letters and New Contract screening etc.
Mail and email
Opening and stamping of the hospital internal/external daily mail. Dealing with hospital letters received
electronically and processing them through the practice computerised system. Monitoring the gatekeeper and other generic mailboxes,
forwarding to relevant parties and checking each has been actioned
appropriately.
Referrals
Processing e-Referrals assigned specifically to the Data Team, of for
the secretary where appropriate.
Scanning and
Filing
Scanning of external mail onto the computer database, filing them into
the patient records, workflowing them to the clinicians when required and
according to the protocol. Filing
electronic letters and EDT files in the same manner and processing any actions
as requested by the clinicians.
Coding
Reading of all hard copy and electronic letters received into the
practice and coding all relevant clinical information and new diagnosis according
to the protocol.
Laboratory results
Dealing with laboratory results received electronically, distributing them
daily and processing them through the practice computerised system. Process any actions as required as specified
by the clinicians.
New GMS contract
The setup of monitoring
and callforward systems across all disease areas for the New GMS contract, the
Read coding and recording of data, review of lists of patients for certain
issues, the updating of our clinical system and specific project work on certain
areas as required. Monitoring of the GMS contract targets and any mop-up work required to
meet those targets.
Mammography
Checking lists, if required, before patients are contacted for
mammography recalls, and entering the results as they are received into the
practice.
Insurances/requests for patient
information
Logging
in all requests, pulling the patients medical record and passing it on to the
GP, invoicing where appropriate, and forwarding the relevant information as
requested (within guidelines set by the practice). Using the iGPR system, where appropriate, for
cross-checking, redacting and sending reports.
Medical Records
Data
Summarising of medical records for new patients and processing GP2GP
transactions in EMIS.
Online Patient Access
Recording, sending records to Gps for Problem Headings
review and notifying patients once access is approved both Individual Access
and Proxy Access.
Photocopying
As required as part of general duties, and as specifically requested by
any of the managers or GPs.
Meetings
Preparation for meetings and the clearing away after.
Flu vaccinations
Entering of flu vaccinations given during annual flu vaccination
campaign.
Tea/coffee rota
Making refreshments on a rota basis.
Carrying out any
other duties which may be required by the practice within the scope of the
grading for the post.
This job
description is not intended to be exhaustive, but is an overall guide to the
main duties and responsibilities of the post and is subject to reviews and
change in the light of experience and according to the needs of the organisation.
August 2023