Clinical Coding Assistant

3 months ago


Harlow, United Kingdom The Princess Alexandra Hospital NHS Trust Full time

An opportunity has arisen to join the Clinical Coding team at The Princess Alexandra Hospital.

The Clinical Coding Department provides data to support the Trust’s clinical, activity & reflect the excellent care provided to our patients. We are looking for an enthusiastic hardworking individual to join the Clinical Coding Department as a Clinical Coding Assistant.

The Clinical Coding Department is committed to meeting the monthly targets by retrieving approx. 4,000 medical records per month following the patient’s discharge and providing these to the clinical coders for coding prior to monthly deadlines.

**The role will achieve this objective by**:

- Working closely and communicating with clinical coders, Assistant Clinical coding manager(s) & Head of Clinical Coding, medical records, ward clerks, secretaries, and clinicians.
- Using the tracking system and Cosmic to maximum potential to identify location of notes in a timely manner.

Highlighting to the assistant clinical coding manager (s) and/or Head of Clinical Coding any constraints that will stop the objective being achieved

The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop’s Stortford, and St Margaret’s Hospital in Epping.

We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop’s Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire

Work from an excel spread sheet provided by the Information department to identify medical records that are outstanding for coding.
- Using the tracking system & Cosmic, identify where medical records are ready for collection.
- Once identified, collect discharged notes from relevant areas around the trust on a daily basis, request notes from St Margaret’s & Herts and Essex hospital and bring/track into the coding department for coding
- Complete a daily trolley round of allocated wards / departments and collect notes and bring into the coding department for coding
- File the medical records on shelves within the coding department in an accurate and timely manner ready for the coders to code
- Work alongside Clinical Coders and managers to help identify missing notes/missing information/in-patients using Cosmic and tracking systems
- Assist the Head of Coding and assistant coding manager (s)with finding notes for audits
- Be responsible for ensuring any notes that leave the coding department are in a tidy state. Informing medical records if they do not meet standards
- Liaise with the Medico legal department to ensure un-barcoded notes are returned correctly so they can be put onto the tracking system.
- Track coded notes and put them in blue boxes ready for returning to medical records using the tracking system daily basis
- Collect empty blue boxes from medical records on a daily basis and return full boxes as part of the trolley round duty
- Attend all team meetings and be part of making decisions for the team
- Be responsible for keeping your work space tidy & keep the office organised by working closely as a team.
- Be responsible for meeting the coding deadline as an individual and in a team on a monthly basis, reporting to the manager any problems that may prevent this from happening
- Liaise with ward clerks, coding team, clinicians, secretaries and medical records daily to achieve targets
- Build a good working relationship with all departments in the trust
- Work in a buddy system to cross cover annual leave/sick leave.
- Attend any training sessions that may be needed in the Coding department.
- The post holder will need to make clear decisions and be able to manage their workload on a daily basis
- Good judgement is needed with regards to the collection of notes and when using the tracking and Cosmic systems
- The post holder should be able to prioritise their daily workload which can mean working as an individual and in a team.
- Escalate any problems or decisions that need urgent actions to line manager.
- Asses the un-coded position daily with the help from reports and clinical coders.
- Due to the volume of notes that come in and out of the department on a daily basis, there is a lot of heavy lifting involved.
- It is a very physically demanding job as 80% of the day will be spent walking around the wards looking for and collecting notes.
- Filing notes within the coding department as well as tracking and boxing notes ready to return to medical records once coded is also required and can be equally as physically demanding.



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