Secondary care and community services send several hundred letters to every GP practice in Islington each week. Managing this aspect of patient care requires a large amount of GP time. The SuperAdmin and Docman service works at providing support to GPs by removing tasks that can be safely and efficiently managed by admin resources, reducing this aspect of GP workload by upwards of 70%. Primarily, this has been achieved by training non-clinical staff to act as an intermediary between GPs and documents that flow into the practice from secondary care and community services.
The SuperAdmin team train these non-clinical staff to read and clinically code these documents improving the capture of clinical data and keeping of patients records and highlight to GPs and Pharmacists documents that contain a request for action or prescription. The project has grown in Islington over the last 5 years, starting off from innovation funding and has now developed into a self-sustained model that continues to expand.
Main duties of the job
Job Summary
To read clinical documents and ensure that clinical information is accurately and efficiently recorded from these documents.
Job Responsibilities
* To provide an efficient coding service to the Document Workflow Pilot Programme
* Undertake clinical coding tasks specific to each individual practice, when required
* To carefully read, accurately extract and interpret complex medical data from clinical letters and add to patients medical records
* To work mainly on own initiative, but referring more complex issues to a Supervisor or Manager
* To meet deadlines for completion of coding
* To become proficient in the use of EMISWEB and DOCMAN systems, along with NHS Clinical Codes following extensive training
* To liaise and work with a variety of different teams and clinicians across practices to streamline the handling of incoming mail
* To support the management team with detailed feedback to assist in the development of both your own role and the improvement and evolution of the programme as a whole
* To ensure that strict confidentiality is maintained at all times when dealing with patients case notes and computerised data as set out under the Data Protection Act
* Any other duties required by the grade and requested by the line manager
Person Specification
As a small organisation, we need people who are flexible and adaptable, real team players who can also work on their own initiative.
Education & Qualifications
* Education to a good standard or have relevant experience
* A good standard of written English is vital
Skills and Abilities
* Ability to organise a varied and demanding workload and to work on own initiative
* Ability to challenge the way things are and find better alternatives, and to influence others to adopt proposals and implement solutions
* Ability to design operational systems appropriate to our organisational objectives and ethos
* Confidence with numbers and spreadsheets, for drafting and managing budgets, analysing data, reviewing records and creating reports.
* Good time management and ability to meet deadlines
* Strong verbal and written communication skills, and ability to write reports for various audiences
* Willingness to work with others and respect their views
* Clear understanding of the issues faced by people with complex support needs, and knowledge of other services that IGPF clients may need support to access.
* Thorough working knowledge of adult and child safeguarding issues and the roles and responsibilities of relevant agencies
* Commitment to the ideals of quality and fairness in delivering support to people, and the meaningful involvement of service users
* Full range of IT skills including Excel and PowerPoint
* Excellent interpersonal and communication skills, including the ability to liaise effectively with a wide range of staff levels and professions
* Commitment to improving patient services
* Commitment to self-development with ability to demonstrate in depth knowledge of key policies and themes in healthcare provision in the UK
* Commitment to promoting equality and diversity in the workplace and in service delivery and development
* Highly self-motivated, conscientious and pays attention to detail
* Flexibility in approach and attitude
The post-holder must be eligible to work in the U.K. Appointment may be subject to satisfactory DBS check.
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, staff and other healthcare workers. They may also have access to information relating to the Federation 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 Federation may only be divulged to authorised persons in accordance with the Federation policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Federations 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 hazards
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 Federation 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 Federation 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
Quality
The post-holder will strive to maintain quality within the Federation, 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 recognise the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Communicate effectively with patients and carers
* Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services
The post-holder will:
* Apply Federation 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
Note – The Job will be in-person for the first month during for induction and remote thereafter.
Right to work
The post-holder must be eligible to work in the U.K. Appointment may be subject to satisfactory DBS check.
Experience
* Coding experience: minimum 1 year required
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