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Job description

An exciting opportunity has arisen for a motivated Clinical Data Coder Administrator to join this established and respected medical practice.

We require a part-time experienced Clinical Data Coder Administrator with initiative, passion for service and a strong team player with excellent interpersonal skills.

Knowledge of medical terminology is essential for this post.

Key responsibilities include -

· The post holder will be responsible for undertaking a wide range of clinical data administrative duties to support the practice.

· The post holder will code all incoming hospital and other community letters, incoming medical records and other non-clinical reports/letters.

JOB TITLE:

Clinical Data Coder Administrator

REPORTS TO:

Operations Lead

ACCOUNTABLE TO:

Deputy or Practice Manager

HOURS:

22.5 hours per week / Over 2 to 3 days

Job Purpose:

The post holder will be responsible for undertaking a wide range of clinical data administrative duties to support the practice.

The list of duties below is not exhaustive and may be subject to change as deemed necessary.

Job Responsibilities:

• Accurately input clinical data into patient records
• Run patient recall system
• Summarise patient notes accurately and efficiently, in liaison with doctors, and in a timely manner.
• Review and extract required data from clinical correspondence and input the data codes into the patient’s medical notes in the Emis Web computer system.
• Advise doctors and staff in the correct use of Read Codes, shortcuts and amend entries as appropriate.
• Enter test/screening results and other clinical information onto the Emis system.
• Transcribe handwritten clinical notes into the Emis system.
• Ensure that all relevant Safeguarding Adults and Child Protection information is entered into the Emis system, and the practice protocol is followed.
• Work closely with Operations Lead, and bring any issues that needs resolving.

Personal Development and Training:

• Attend all Mandatory and Statutory training as required or indicated by the management team.
• Take responsibility for your own development, learning and performance and demonstrating skills to others who are undertaking similar training and development.
• To participate in annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• To take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in regard 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 regarding patients and their carers, and other healthcare workers. They may also have access to information regarding the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information regarding 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 regarding confidentiality and the protection of personal and sensitive data.

Communications:

• The post holder will recognise the importance of effective communication within the team and will strive to:
• Communicate effectively with all team members.
• Communicate effectively with patients and carers.
• Communicate effectively with Out Of Hours Clients and Locums.
• Recognise people’s needs for alternative methods of communication and respond accordingly.
• Communicate on a proactive basis, as well as a responsive basis.

General Tasks:

• Assist with the gathering of statistics and information when required.
• Provide cover for members of the support team during periods of absence.
• Carry out administrative tasks as delegated by clinicians and non- clinical staff.
• Any working issues identified should be proactively brought to the attention of the relevant person, or escalated appropriately.
• Manage and prioritise own workload.
• To ensure safeguards are robustly followed, in order to minimise errors and reduce risk.
• Any other tasks allocated by managers.

Health & safety:

The post-holder will proactively assist in the promotion of a safe working environment, ensuring their safety and security, and that of others, as defined in the practice Health & Safety Policy, the practice Health & Safety manual, the practice Infection Control policy and other published procedures. This will include:

• Using personal security systems and procedures within the workplace, according to practice guidelines.
• Identifying the risks involved in work activities, and undertaking such activities in a way that manages or mitigates those risks.
• Using appropriate Infection Control procedures, maintaining work areas in a tidy and safe way, free from hazards.
• Actively reporting health and safety risks or hazards, or infection risks immediately, when identified.
• Keeping your own work areas and general / patient areas generally clean and tidy, assisting in the maintenance of general standards of cleanliness, consistent within the scope of the job holder’s role.
• Undertaking periodic Infection Control training (minimum annually).
• Reporting potential risks identified.
• Ensure the welfare of children and other vulnerable patients, by adhering to the Safeguarding protocols.

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 people’s 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 respectful and non-judgmental, in regard to other people and their circumstances, feelings, priorities and rights.

Quality of work and Practice Services:

The post-holder will strive to maintain and improve standards within the practice, and will proactively:

• Alert other team members to issues of quality and risk.
• Assess own performance and assume accountability for their own actions, either directly or under supervision.
• Contribute to the effectiveness of the team, by reflecting on their own and the team’s activities, and making suggestions on ways to improve and enhance the team’s performance.
• Work effectively with individuals in other agencies to meet patient’s 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 their work.
• Participate in audits where appropriate.
• Provide training to other staff as requested by the management team.

These duties may be changed from time to time, dependent on the needs of the practice. This will be done in consultation with the employee and, if appropriate, training and instruction will be given.

Person Specification – Clinical Data Coder Administrator

Qualifications

Essential

Educated to GCSE level or equivalent (English GCSE)

Medical Terminology (Level 1, 2, 3)

Basic IT qualification such as ECDL

Desirable

GCSE Mathematics & English (C or above)

AMSPAR Qualification

NVQ Level 2 in Health and Social Care

Experience

Essential

Experience of working in a GP Practice

Experience of working within a pressurised environment

Previous Receptionist experience, preferably within a healthcare setting or similar.

Experience of administrative duties

Desirable

Experience of working with the general public

Experience of working in a health care setting

Skills

Essential

Excellent interpersonal skills with a sympathetic and caring approach to the public.

Understanding the need for confidentiality & data awareness issues

Strong IT skills

Competent in the use of Office and Outlook

Knowledge of EMIS Web (or other clinical system)

Willing to take advice, follow instruction and undertake delegate duties.

Effective time management (Planning & Organising)

Ability to work as a team member and autonomously

Ability to prioritise workload and multitask

Good interpersonal skills

Problem solving & analytical skills

Ability to follow policy and procedure

Personal Qualities

Essential

Polite and confident

Professional appearance and conduct

Friendly and approachable manner

Flexible and cooperative

Motivated

Forward thinker

High levels of integrity and loyalty

Sensitive and empathetic in distressing situations

Ability to work under pressure

Other requirements

Essential

Flexibility to work outside of core office hours

Disclosure Barring Service (DBS) check

Job Types: Part-time, Permanent

Salary: From £14.50 per hour

Schedule:

• Day shift
• Overtime

Ability to commute/relocate:

• London: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Reference ID: ClinicalDataCoderAdmin2023