Patient Data and Data Entry Officer

7 months ago

Kettering, United Kingdom Weavers Medical Full time

WEAVERS MEDICAL

**Title**: Patient Data and Data Entry Officer

**Responsible to**: Practice Manager

**Location**: Weavers Medical

**Main Purpose**:

- To assist with processing patient data for information leaving the practice (recalls and other patient communication)
- To assist with processing patient data for information coming into the practice (investigation results, letters from hospitals and other care providers)
- To assist with various other admin tasks.
- To assist with generating recall letters and making appointments for various clinical areas
- To assist with making appointments, ordering vaccines and following up queries for childhood immunisations
- To maintain patient electronic records for clerical reasons, the Quality and Outcomes Framework and for medical care. The records must be accurate and contemporaneous.
- To assist with various other admin tasks

**Key Tasks**:
**Processing Data to be sent to patients**

a) Generates various recall invitations for patients to attend screening and other health promotion appointments, using the practice SOP.

c) Contacts individual patients via telephone if an appointment request is deemed very urgent.

d) For patients who do not have a mobile telephone/cannot receive SMS communication, to send all communication via hard copy letter.

e) To be aware of the accessible information standards and change communication methods for identified patients.

**Processing Data Received from Hospitals and other outside Agencies**

a) Processes data received from hospitals and other outside agencies, such as pathology results, radiology results and hospital letters.

b) Where a clinician indicates action is required from a test result or letter, ensures the patient is notified within the required deadline, using the appropriate method of communication (usually SMS), following the practice SOP.

f) Contacts individual patients via telephone if an appointment request is deemed very urgent.

g) For patients who do not have a mobile telephone/cannot receive SMS communication, to contact them either via landline telephone or written letter.

h) To be aware of the accessible information standards and change communication methods for identified patients.

**Searches**

a) Runs regular pre built searches on the clinical system and processes the results as required and directed.

**Read Coding**

a) Files incoming letters electronically and send them to the GP for reading and action. Inputs data onto the clinical system using the correct read codes in a concise manner using the agreed protocols and coding system

b) Ensures data for nGMS clinical areas is added as per agreed protocols and new diagnoses from these clinical areas are passed to the Assistant Manager for double-checking.

c) Input can be from all sources of data received into the practice:

- Hospital letters
- Out of Hours Contacts
- Reports
- External letters
- GP Home Visits

**Other Admin Tasks**

a) Runs regular searches to pick up any patients who have not attended for follow up appointments from letter or pathology actions. Takes necessary action as advised by the GP

b) Read and file all OOH tasks as per protocol. If action required send task to relevant clinician.

c) Files FOBT results to patient record and notifies GP of any abnormalities

d) Any other QOF work as required from time to time from the Practice Manager or Assistant Manager

e) Any other admin duties as considered relevant to the post

f) Acts as cover when the other Recall and Admin Clerk is absent

**Health & Safety & Fire 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 post holder will adhere to the Prospect House Fire Strategy.

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

- 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 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.

**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 ac

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