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Job description

This Vacancy
The main purpose of this role is to ensure efficient and accurate processing and coding of relevant information from patient’s clinical records into the Practice computer system, working strictly in accordance with Practice Protocols. Across our sites we use SystmOne, so knowledge of SystmOne and medical terminology would be an advantage, however training would be provided to the successful candidate.

If you can work to high standards, are flexible and reliable, with excellent interpersonal and communication skills, and can deliver a high quality of care and attention to detail in a high pressurised environment, we would like to hear from you.

Working Pattern:

37 Hours per week

9.00am - 5.00pm – Monday – Friday (One day a week 9.00am – 4.30pm)

Rate of Pay:

£21,413 per annum (£11.10 per hour)

Introduction to Surgery

Philosophy and Practice
Everyone working within the Practice is committed to the provision of high quality primary care for the benefit of our patients, whom we respect and value. We strive to be an open-minded, friendly, caring and inclusive team.

Mission and Values
The Practice aims to deliver our philosophy by:

• Providing readily accessible medical and preventative health care within a structured, efficient, open-minded and caring environment.
• Encouraging the professional and personal growth of the whole team, clinicians and their support staff, promoting job satisfaction whilst maintaining financial viability.
• Optimising the use of our resources, commensurate with the size of our very large Practice, creating opportunities not always available to Practices with a smaller list of patients. Our size and innovative approach enables us to encompass and evolve with an ever-changing NHS.
• Challenging pre-conceived ideas, leading to more efficient ways of working for the benefit of our patients.

Practice Background
Portsdown Group Practice covers the whole of Portsmouth from postcodes PO1 to PO7. We operate from 6 surgeries: Cosham Park House (PO6 3BG), Crookhorn Lane (PO7 5XP), Heyward Road (PO4 0DY), Kingston Crescent (PO2 8AL), Paulsgrove (PO6 4HJ), and Somerstown (PO5 4EZ).

We are our own Primary Care Network (PCN). We have Clinical Partners, Salaried GPs and a comprehensive Nursing and extended clinical team overseen by our Clinical Team Manager. The team consists of Nurse / Paramedic Practitioners, Registered Nurses, HCA’s, MSK Physiotherapists, Podiatrist, Dietitians, Social Prescribers and Care Co-ordinators. The Pharmacy team consists of Clinical Pharmacists, Pharmacy Technicians and Pre-Registration Trainee Pharmacy Technician.

The Practice is well established, financially secure and successful. Over the last few years, we have earned maximum QOF points.

Team Approach / Organisational Structure
Multi-disciplinary teams work across all sites.

Our organisational structure includes a Management Team, based at Kingston Crescent (Group Business Director, Operations Manager, Business Intelligence Manager, Finance Manager, Clinical Team Manager and Management Support Team) and a surgery team at each site.

We recognise that our team needs to work as a strong anchor chain within the community we serve. Like a chain we acknowledge that every link has to be strong. We achieve this by working together, supporting each other and continuously inviting team members to make suggestions aimed at providing efficient, safe processes for our patients.

Teaching, Training and Development
The Practice has a long history of training – we train GP registrars, student nurses and have pharmacy student placements. We are committed to the ongoing development of the entire team, including mandatory and developmental training for all our staff. Team members are encouraged to highlight any training they feel would benefit them in the achievement of their role. The Practice funds, via a
“learning agreement”, any training which is felt will benefit the individual and the Practice.

Staff Benefits
The Practice is a Real Living Wage Employer and believes in rewarding staff by offering the following benefits in addition to the candidate’s remuneration package.

• Additional Days Holiday on Your Birthday
• Funded Private Health Plan with Benenden (with Option to Add Family Members)
• Annual Pay Review
• NHS Pension Scheme
• Generous Annual Leave Entitlement
• Eye Care Vouchers
• Social Events
• 50% Discounted Gym Membership
• Corporate fleece jacket

This Recruitment

The closing date for this post is: 1 June 2023

Applicants who are successful following this process will be invited for interview: 7 June 2023

Please ensure that you are free when applying, as we may be unable to re-arrange interview dates.

How to Apply
Please complete the online application via NHS Jobs.

Further Information / Practice visits
If you would like to arrange an informal chat and / or a visit, please contact Liam Sandy via email on [email protected].

Job Description

Title: Data Entry Administrator

Responsible To: Business Intelligence Manager / Deputy Manager

Main Purpose of the Post:

• To efficiently and accurately process and code relevant information form patient’s clinical records into the Practice computer system, working strictly in accordance with the Practice Protocols.
• To undertake administrations tasks as detailed within the job description
• Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Duties & Responsibilities of the Post:

Data Entry and Workflow:

• Sort and date stamp incoming patient related mail
• Process Practice correspondence (paper, electronic, email) by scanning and attaching it to the patient record within a 48 / 72 hour timescale
• Identify relevant clinical information contained in patient correspondence
• Accurate code diagnosis, procedures and investigations, identifying and carrying out actions e.g. contacting patients to make appointments or completing referrals
• Forward documents appropriately to clinicians where medical input required
• Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols

Summariser:

• Summarise new patient records
• Cull and sort patient records and letters in preparation for summarising
• Review medical records and produce an accurate summary of the patient’s medical history.
• Code the information into the Practice clinical system
• Extraction of necessary data from clinical correspondence and input into Electronic Patient Record

Administration:

• Action GP2GP Notifications
• Assist with processing Cytology Recalls
• Assist with Audits such as data quality, QOF, medication management.
• Assist with the processing of the quarterly Immunisation returns.
• Action the linking medication issued to the patient’s problems on the clinical system.
• To assist and advise with regard to using read codes for the purpose of extracting data from the computer for the use of audits
• Carry out searches, audits and recalls as required by the doctors, nurses and managers.
• Monitor progress of notes summarising against Practice targets
• Filing and retrieving paperwork
• Report faults to software supplier and track progress
• Ensure accurate report output
• Support and guide members of staff in the use of the Patient and QOF Alerts.
• Process the Summary Care Records in accordance with agreed protocols.
• Assist in general office duties and reception work as required due to absence or annual leave.
• Assist with new patient registrations as required.
• Work in accordance of written protocols
• Process electronic Practice notes as required
• Contact patients via telephone to book appointments
• Undertake any other additional duties appropriate to the post as requested by the Partners, or Line Manager.

Confidentiality:
As per both Government legislation and Practice Policies ensure that all confidentiality, data protection and information governance policies and guidelines are followed and strictly adhered to, reporting any infringements to the Operations Office immediately.

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.

Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, by carrying out his / her responsibilities with regards to the Practice’s Equal Opportunities Policy.

Personal / Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment.

Quality:
The post-holder will strive to maintain quality within the Practice.

Communication / Information:
The post-holder should recognise the importance of effective communication within the Practice and management team.

Any other delegated duties considered appropriate to the post.
This job description is not intended to be exhaustive, but to indicate the main areas of responsibility. It may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties. Suggestions and discussions are welcome.

Policies and Procedures - the duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Practice, which may be amended from time to time.

The business operates between the hours of 0700 – 2100 hours Monday to Friday (0800 – 1700 Saturday), with possible requirement for some future evening and weekend working as the business develops.

Job Type: Full-time

Salary: £11.10 per hour

Benefits:

• Company events
• Company pension
• Free parking
• On-site parking

Schedule:

• Day shift
• Monday to Friday
• No weekends

Supplemental pay types:

• Yearly bonus

Education:

• GCSE or equivalent (preferred)

Work Location: In person

Application deadline: 01/06/2023