The administrator/coder will be an integral member of the administration
team who are responsible for managing the correspondence into the practice as
well as many other important administrative tasks. This will involve the
reviewing, coding and administration of letters into the practice in a safe and
effective manner. The team member will work with the wider team to process
prescription request, scanning incoming mail, work on tasks and other relevant duties. The team member
will work closely with the clinical staff and reception team. The post holder
will contribute to the effective and safe running of the practice.
o coding from information gathered from several sources including patient notes, discharge forms, both manual and electronic, and other clinical information captured on a variety of sources.
o to ensure clinical coding is recorded in a timely and accurate manner in accordance with both national and the Practice guidelines and standards
o To extract, interpret and independently code clinical information from clinical letters and Discharge summaries from Hospitals and Clinics
Process scanning daily for incoming patient documentation in line with the practice procedure
Summarising existing and new patient records.
To participate in quality improvement initiatives, identifying areas where the processes used within the coding function can be improved and assist in implementing
Hartshill Medical Centre is a well-established practice with
a focus on high quality training and patient care. We are based in a purpose-built medical
centre, caring for 7900 patients. We
provide a high standard of training to GP registrars (ST3, ST2 & ST1), GP
Nurse trainees and medical students.
We are looking to recruit an enthusiastic, hard working Medical Administrator/Coder with excellent communication, interpersonal and
organizational skills. The successful
candidate must also be passionate and committed to delivering the highest
quality of care for our patients.
Demonstrates the ability to communicate complex
and sensitive information in an understandable form to a variety of audiences
Job description
Job responsibilities
Key
administrative areas:
To
work as a member of the clinical coding team:
o with
responsibility for own areas
o inputting
coded data into the Patient Administration System
o coding
from information gathered from several sources including patient notes,
discharge forms, both manual and electronic, and other clinical information
captured on a variety of sources.
o
to ensure clinical coding is recorded in a timely
and accurate manner in accordance with both national and the Practice
guidelines and standards
o to
maintain clinical coding skills and participate in internal training programmes
as required for both refresher and specialist clinical coding courses and work
toward a high standard of coding
o To
extract, interpret and independently code clinical information from clinical
letters and Discharge summaries from Hospitals and Clinics
Summarising
existing patient records.
Summarising
new patient records to a high standard
Restructuring
existing computerised notes
Produce
a comprehensive electronic summary using SystmOne
Maintaining
structure when recording new information.
Assisting
GPs with queries relating to medical records
Running
data searches to identify relevant information
To
work with other administrators and healthcare professionals to provide a first-class
service to our patients
To
participate in quality improvement initiatives, identifying areas where the
processes used within the coding function can be improved and assist in
implementing
Photocopying,
scanning and filing of paper records
Process
scanning daily for incoming patient documentation in line with the practice
procedure
Any
other reasonable tasks at the request of the Practice Manager
To
have an excellent understanding of the Quality and Outcomes Framework (QOF) and
work towards achieving national targets.
Assist
with the capture, monitoring and extraction of data for audit or QOF/Enhanced
Services.
Run
regular monthly searches for recall systems and create patient invites via text
message, telephone or letter.
Update
computer/data input protocols as required.
Attend
and participate in MDT meetings as required
Undertake
such duties as may be required from time to time to support the day-to-day
functioning of the practice; such as supporting the reception team with
answering calls and booking appointments.
Handling
inbound referrals to the practice (long acting contraception)
Communication:
Communicate
effectively with other team members
Communicate
effectively with patients and carers, recognising the need for alternative
methods of communication to overcome different levels of understanding,
cultural background and preferred ways of communicating
Maintain
effective communication within the organisation
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, 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.
Any
breach of confidentiality is a disciplinary event and will be treated as gross
misconduct which could result in termination of employment
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:
Using personal 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 hazard
Reporting potential risks
identified.
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.
Personal/Professional
Development:
The
post-holder will participate in any training programme implemented by the
practice as part of this employment, including Statutory and Mandatory
training. 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.
Attend and participate in practice meetings as
required
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.
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
Implement maximum flexibility of work to
maintain a high level of efficiency, eg working in any area of the practice if
requested to do so, according to the needs of the practice
Comply at all times to the Staff Contract,
Practice Policies & Procedures including CQC policies, Data Protection
& GDPR
Feedback:
To listen to
feedback from patients and colleagues whether this be a compliant, comment or
compliment and if it cannot be dealt with immediately to the Practice Manager.
CQC:
To work within
the guidelines set be CCQ to ensure the Practice is safe, efficient and
provides the best possible care for patients.
N.B. This job description is a
reflection of the current position and the post holder is expected to view it
as a guide rather than an exact description of all duties and responsibilities.
It may be subject to variation from time to time.