Lister Medical Centre is recruiting for a Data Entry & Records Administrator to provide administrative support to the Practice and Partners; in particular clinical coding and paper workflow management and summarising of clinical notes.
Main Duties:
- Responsible for organising, collecting and distributing all internal and external, incoming and outgoing mail.
- Open and date stamp all relevant incoming mail.
- Check incoming emails regularly and ensure any labelled URGENT are printed and brought to the attention of the appropriate clinician
- Collect baskets from reception and distribute contents as appropriate
- Distribute all mail (brochures, circulars etc) and repeat prescriptions to Clinical staff.
- Collect ad-hoc paperwork from reception and distribute
- Scan, index and workflow both paper and electronic incoming mail, ensuring coding is added, using formulary (Systmone) and following appropriate protocols , currently EZ DOC
- Scanning and data entry of other paper documents, using formulary.
- Enter clinical data for blood results received in paper format or by email
- Send out maternity check letters to new mothers on receipt of Maternity discharge letters, contacting patient to verify contact details as required
- Be responsible for the secure management of paper-flows through the scanning room and safe disposal when complete
- Being responsible for franking post. Documenting recorded delivery items as required as cover.
- Ensure all post is taken to Post Office each day.
- To carry out summarising of incoming notes for newand returning patients in a timely manner; working to the scanning protocol as agreed
Appointment Systems:
- Ensure total familiarity with all systems in effect including regular and incidental variations.
- Monitor effectiveness of the system and report any problems or variations required.
Management of Medical Records:
- Ensure correspondence, reports, results, etc are filed in correct order.
Any Other Delegated Duties Considered Appropriate to the Post deemed reasonable by any Partner or Practice Management Team
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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
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, Practice staff and other healthcare workers. They may also have access to information relating to the Practice 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 Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
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 recognises 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 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 Practice 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 Practice, 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 team’s 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 people’s needs for alternative methods of communication and respond accordingly
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 own work
- Participate in audit where appropriate
Essential:
- Good standard of general education with a minimum GCSE Grade C in English and Maths, or equivalent.
- Experience of patient and customer facing roles
- Knowledge of implementing a range of administrative procedures
- Knowledge of a range of IT systems
- Awareness of Data Protection and confidentiality issues.
- An acceptable level of literacy and numeracy skills.
- Computer literacy
- Interpersonal, organisational and administrative skills.
- Ability to learn Clinical System rota.
- Ability to organise and prioritise workload to achieve deadlines.
- Ability to investigate complex patient queries and anomalies when required.
- Ability to monitor and process accurate patient data.
- Commitment to equalities and the promotion of diversity in all aspects of working.
- Being open to innovative thinking and assist in developing new ways of working/systems as required
- To adhere to the Practice core values and to ensure patients, colleagues and other partners are treated with dignity and respect
- To display compassion and empathy for patients putting them at the centre of their care
Desirable:
- Experience of Primary Care/GP Practices
- Experience of telephone call centres
- System 1
- Willingness to attend training as deemed appropriate
We are a friendly, supportive, democratic, well organised and enthusiastic GMS Practice, dedicated to providing traditional family orientated General Practice based at a new purpose built single site health centre in Harlow. We currently have approx 20,000 patients, 6 Partners, 2 Salaried GP’s, a large nursing support team and a vast array of administrative staff. We are a Training Practice and also Teaching Practice for Cambridge and Barts students. We are also a Research Practice.
We are consistent high achievement in all QOF and Enhanced Services areas with an
Innovative team structure with individual patient lists (around 2,500 per FTE GP)
We operate the SystmOne computer system. We are active members of local GP federation and CCG.
Lister Medical Centre has easy access to M11/M25, close to London and Stansted and attractive Essex and Hertfordshire countryside, excellent schools
Disclosure and Barring Service Check
Please note this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.