Clinical Administrator - Norwich, United Kingdom - Coltishall Medical Practice

Description

Job summary

Thedoctors, nurses and practice team at Coltishall Medical Practice rely heavilyon the administration team to provide safe and high quality care toour patients. We currently have a team of 4 Clinical Administrators and are looking for an additional Clinical Administrator, working 30 hours per week Monday to Friday (between - The successful candidate will ideally have NHS experience, a knowledge of medicalterminology and clinical systems but full training will be given.

Main duties of the job

Main responsibilities: - To compile a comprehensive and chronological medical summary from new patient records. - To identify and enter key clinical information into the Emis Web clinical system in accordance with the Practice note summarising and clinical coding protocol. - To ensure that all incoming correspondence is coded appropriately and sent by workflow system (DOCMAN) where appropriate for clinicians to action any other directions in a timely way. Key Skills The successful candidate will have: - Excellent interpersonal and communication skills both verbal and written - High level of attention to detail. - Good IT skills (EMIS web experience an advantage) - Enjoy working within a team - Flexible approach to working - Good organisational skills and timekeeping - Presentable and approachable to staff and patients

About us

Coltishall Medical Practice is a busy and friendly GP practicewith 7 GPs, 1 ANP and Practice Nurse team supported by an excellent administrativeteam. Based on the Norfolk Broads with a largely rural population we work hardto provide high quality services to a patient list size approaching 9000. Forfurther information about our practice please visit our website

Job responsibilities

Coltishall Medical Practice

Job Title: Clinical Administrator

Line Manager: Assistant Practice Manager and IT Lead

Accountable to: Practice Manager

Hours per week: 30

Job Summary

To compile a comprehensive and chronological medical summary from new patient records.

To identify and enter key clinical information into the Emis Web clinical system in accordance with the Practice note summarising and clinical coding protocol.

To ensure that all incoming correspondence is coded appropriately and sent by workflow system (DOCMAN) where appropriate for clinicians to action any other directions in a timely way.

The post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.

Generic Responsibilities

All staff at Coltishall Medical Practice have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Practice Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Coltishall Medical Practice must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At Coltishall Medical Practice staff are required to dress appropriately for their role. Patient facing administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Primary Responsibilities

The following are the core responsibilities of the clinical coder. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

a. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records.

b. Record information from New patient questionnaire

c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead.

d. Review records to identify any apparent missing information childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible.

e. Review records received by GP2GP, entering missing data and update warning information where this system has failed, obtaining summary information from patients previous practice as required.

f. Enter test results and consultation data into patient records ensuring accuracy and compliance with the Practice clinical coding policy.

g. Identifying relevant clinical information documented in patient correspondence, coding appropriately and forwarding to clinicians to complete any detailed actions within appropriate timescales.

h. Raise any concerns or issues proactively and in a timely manner to your Line Manager or the Practice Manager in their absence.

i. File and store records as required

j. Maintain a clean, tidy, effective working area at all times

k. Support all clinical staff with general administrative tasks as requested

Secondary Responsibilities

In addition to the primary responsibilities, the Medical Records Summariser / Clinical Coder may be requested to:

a. Review and update the practice coding policy as required (in conjunction with the Assistant Practice Manager and IT Lead)

b. Partake in audit as directed by the audit lead

c. Any other duties commensurate with skills and responsibilities.

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Personal Qualities

Essential

Skills

Essential

Desirable

Qualifications

Essential

Desirable

Experience

Essential

Desirable

Other requirements

Essential