Administrator

**Framlingham Medical Practice**

**Job Title**: Administrator

**Accountable to**: Practice Manager

**Reports to**: Administrator Team Lead

**Hours**: 30 Hours a week Monday to Friday (Flexible working)

**JOB ROLE**

**MAIN JOB PURPOSE**
- To work as a member of the clinical coding team inputting information gathered from a number of sources. To extract, interpret and independently code clinical information from clinical letters and discharge summaries
- To be able to locate documents as needed by the clinical and non-clinical staff
- To summarise new patient records to a high standard.
- To carry out administrative related tasks within the administration team as delegated by the doctors and Practice Manager

**KEY WORKING RELATIONSHIPS**

The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:

- Doctors, Nurses, HCA - Daily, where relevant to documents scanning and other administrative duties
- Administration & Secretarial Team - Daily, with all aspects of work DUTIES AND RESPONSIBILITIES
- Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
- Scanning, coding incoming clinical correspondence.
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients

**SCANNING DUTIES**
- Sort and date stamp all incoming patient-related mail.
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
- Scan all internal paper documents on to the relevant patients’ record and then store the documents in line with surgery procedures.

**READ CODING**
- Identify relevant clinical information contained in patient correspondence
- Code and if appropriate free text the clinical information on to the patient record
- Deal with queries relating to coding

**WORKFLOW MAIN DUTIES**
- Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member e.g. contacting patients to make appointments or completing referrals
- 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.

**GENERAL RESPONSIBILITIES FOR ALL STAFF**

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. 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, to 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
- Reporting potential risks identified

**Equality and Diversity**:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues. to include:

- Ensure own actions support equality, diversity and rights.
- Act in ways that recognise the importance of people's rights, interpreting them in a way that is consistent with procedures.
- Respect the privacy, dignity, needs and beliefs of patients and carers.
- Understand basic legal and communicati