Job summary
The administrator/coder will be an integral member of the administrationteam who are responsible for managing the correspondence into the practice aswell as many other important administrative tasks. This will involve thereviewing, coding and administration of letters into the practice in a safe andeffective manner. The team member will work with the wider team to processprescription request, scanning incoming mail, work on tasks and other relevant duties. The team memberwill work closely with the clinical staff and reception team. The post holderwill contribute to the effective and safe running of the practice.
Main duties of the job
Key areas:
To work as a member of the clinical coding team:
o with responsibility for own areas
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
Handling inbound referrals to the practice (long acting contraception)
1. Computer data entry, allocation and collation; processing and recording information in accordance with practice procedures
2. Scanning incoming correspondence and distributing to appropriate personnel
3. Processing repeat prescriptions in accordance with practice guidelines
Run regular monthly searches for recall systems and create patient invites via text message, telephone or letter.
Summarising existing and new patient records.
Running data searches to identify relevant information
To participate in quality improvement initiatives, identifying areas where the processes used within the coding function can be improved and assist in implementing
About us
Hartshill Medical Centre is a well-established practice witha focus on high quality training and patient care. We are based in a purpose-built medicalcentre, caring for 7900 patients. Weprovide a high standard of training to GP registrars (ST3, ST2 & ST1), GPNurse trainees and medical students.
We are looking to recruit an enthusiastic, hard working Medical Administrator/Coder with excellent communication, interpersonal andorganizational skills. The successfulcandidate must also be passionate and committed to delivering the highestquality of care for our patients.
The successful candidate will have:
Experience of working in medical administration
Experience of medical coding and processingclinical letters
Excellent time management and organizationalskills
The ability to work to deadlines
The ability to work effectively with a widerange of people
Excellent communication skills, both written andverbal
Experience in completing a wide range ofadministrative tasks
An appreciation of the nature of GPs and generalpractice
The ability to demonstrate kindness andcompassion
Demonstrates the ability to communicate complexand sensitive information in an understandable form to a variety of audiences
Job description
Job responsibilities
Keyadministrative areas:
Towork as a member of the clinical coding team:
o withresponsibility for own areas
o inputtingcoded data into the Patient Administration System
o codingfrom information gathered from several sources including patient notes,discharge forms, both manual and electronic, and other clinical informationcaptured on a variety of sources.
oto ensure clinical coding is recorded in a timelyand accurate manner in accordance with both national and the Practiceguidelines and standards
o tomaintain clinical coding skills and participate in internal training programmesas required for both refresher and specialist clinical coding courses and worktoward a high standard of coding
o Toextract, interpret and independently code clinical information from clinicalletters and Discharge summaries from Hospitals and Clinics
Summarisingexisting patient records.
Summarisingnew patient records to a high standard
Restructuringexisting computerised notes
Producea comprehensive electronic summary using SystmOne
Maintainingstructure when recording new information.
AssistingGPs with queries relating to medical records
Runningdata searches to identify relevant information
Towork with other administrators and healthcare professionals to provide a first-classservice to our patients
Toparticipate in quality improvement initiatives, identifying areas where theprocesses used within the coding function can be improved and assist inimplementing
Photocopying,scanning and filing of paper records
Processscanning daily for incoming patient documentation in line with the practiceprocedure
Anyother reasonable tasks at the request of the Practice Manager
Tohave an excellent understanding of the Quality and Outcomes Framework (QOF) andwork towards achieving national targets.
Assistwith the capture, monitoring and extraction of data for audit or QOF/EnhancedServices.
Runregular monthly searches for recall systems and create patient invites via textmessage, telephone or letter.
Updatecomputer/data input protocols as required.
Attendand participate in MDT meetings as required
Undertakesuch duties as may be required from time to time to support the day-to-dayfunctioning of the practice; such as supporting the reception team withanswering calls and booking appointments.
Handlinginbound referrals to the practice (long acting contraception)
Communication:
Communicateeffectively with other team members
Communicateeffectively with patients and carers, recognising the need for alternativemethods of communication to overcome different levels of understanding,cultural background and preferred ways of communicating
Maintaineffective communication within the organisation
Confidentiality:
Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidence andhave the right to expect that staff will respect their privacy and actappropriately
Inthe performance of the duties outlined, the post-holder may have access toconfidential information relating to patients and their carers, practice staffand other healthcare workers. They mayalso have access to information relating to the practice as a businessorganisation. All such information from any source is to be regarded asstrictly confidential
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the practice may only be divulged to authorised persons inaccordance with the practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.
Anybreach of confidentiality is a disciplinary event and will be treated as grossmisconduct which could result in termination of employment
Health& Safety:
Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice Health & SafetyPolicy, to include:
Using personal security systemswithin the workplace according to practice guidelines
Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks
Makingeffective use of training to update knowledge and skills
Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazard
Reporting potential risksidentified.
Equalityand Diversity:
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
Acting ina way that recognizes the importance of peoples rights, interpreting them in away that is consistent with practice procedures and policies, and currentlegislation
Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues
Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.
Personal/ProfessionalDevelopment:
Thepost-holder will participate in any training programme implemented by thepractice as part of this employment, including Statutory and Mandatorytraining. Such training to include:
Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development
Taking responsibility for own development,learning and performance and demonstrating skills and activities to others whoare undertaking similar work.
Attend and participate in practice meetings asrequired
Quality:
Thepost-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of qualityand risk
Assess own performance and take accountabilityfor own actions, either directly or under supervision
Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the teams performance
Work effectively with individuals in otheragencies to meet patients needs
Effectively manage own time, workload andresources.
Contributionto the Implementation of Services:
Thepost-holder will:
Apply practice policies, standards andguidance
Discuss with other members of the team how thepolicies, standards and guidelines will affect own work
Participate in audit where appropriate
Implement maximum flexibility of work tomaintain a high level of efficiency, eg working in any area of the practice ifrequested 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 tofeedback from patients and colleagues whether this be a compliant, comment orcompliment and if it cannot be dealt with immediately to the Practice Manager.
CQC:
To work withinthe guidelines set be CCQ to ensure the Practice is safe, efficient andprovides the best possible care for patients.
This job description is areflection of the current position and the post holder is expected to view itas a guide rather than an exact description of all duties and responsibilities.It may be subject to variation from time to time.
Person Specification
Skills/Competencies/Disposition
Essential
4. Evidence of working with IT systems
5. Evidence of ability to support collection and analysis of data
6. Excellent verbal and written skills
7. Ability to provide and receive complex information
8. Excellent interpersonal skills
9. Demonstrable ability to show kindness and compassion
10. Demonstrate ability to reflect and learn from situations
11. Identifies difficulties as challenges and works with others to identify solutions
12. Demonstrates co-operative team working and awareness of the roles of other professionals
13. Able to work on own initiative, organising and prioritising own workload to set deadlines
14. Ability to adapt and change approach when needed
15. Persistence and ability to keep going in difficult situations and with complex and uncertain pieces of work
16. Understanding of and commitment to equality of opportunity and good working relationships
17. An ability to maintain confidentiality and trust
18. Can do attitude, able to maintain positivity in the face of adversity
19. Good time keeping
20. Flexible approach to work
21. Ability to work flexibly across days of the week
Desirable
22. Experience of using a medical software package SystmOne
Qualifications
Desirable
23. NVQ Level 3 or equivalent level of knowledge in office procedures
Experience
Essential
24. Experience of working in medical administration
25. Experience in coding medical documents
26. Experience of working under own direction
27. Experience in a patient focused environment
28. Previous experience in NHS/Primary Care/Local Authority role
Desirable
29. Evidence of experience in wide range of administrative systems and software programmes
30. Experience of supporting service improvement