Medical Data Coordinator

4 weeks ago

St Ives, Cornwall, United Kingdom Grove Medical Practice Full time

About the Role

We are seeking an enthusiastic and organized individual to join our Support Team at Grove Medical Practice. As a Medical Data Coordinator, you will play a vital role in processing incoming patient data, managing workflows, and providing administrative support to our practice.

Key Responsibilities

• Maintain and oversee the practice's generic email box, ensuring timely action on incoming emails.
• Provide effective scanning services, uploading and recording patient data on our clinical system, including identification and coding of new problems, diagnoses, and treatments from outpatient, community, and discharge letters/reports.
• Adhere to our practice protocol for processing incoming discharge, outpatient clinic, and other provider letters, ensuring accuracy and timeliness.
• Provide an effective coding service to ensure clinical records are up-to-date and full data is extracted and recorded in a timely manner to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture, and financial claims.
• Manage workflow, allocate documents to GPs as appropriate, and maintain the Dispensary Delivery Service register.
• Provide admin support for patient recall processes, including sending bulk letters and/or text messages to invite patients for reviews, clinics, or other procedures.
• Summarize new patient notes in an accurate and timely manner to ensure practice clinical records are up-to-date and full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture, and financial claims.
• Check new GP2GP registrations to ensure received patient data has been coded appropriately.
• Process incoming bulk data submissions to ensure patient records are updated accurately and in a timely manner.
• Process incoming national screening campaign results and information, coding and recording data as appropriate on the patient's record.
• Provide admin support for audit processes as requested.
• Process incoming childhood immunization data, arrange appointments, and recalls in accordance with the current program, working alongside the Lead Nurse to ensure a high uptake and flagging any patients for concern to the appropriate GP/Safeguarding Lead.
• Process patient and/or third-party requests for copies of medical records, ensuring appropriate consent and authority are provided, and liaising with the Data & Systems Manager to resolve any queries or concerns regarding notes requests.
• Maintain and promote the Practice Carers register, updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register, and providing details of the GP Carers Prescription service.
• Action and complete all Patient Data requests received by email, manual note, or S1 task, including contacting the patient where appropriate or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care.
• Undertake any other additional duties as requested by the Partners, Practice Business Manager, Operations Manager, or Support Team Leader.

Person Specification

Essential

  • IT literate, including experience in using Word and Excel at an advanced level.
  • Experience in using practice clinical software.
  • Previous experience in an analytical role.
  • Experience of working in a complex, fast-paced environment with high levels of regulation and compliance.
  • Familiarity with a variety of Windows-based software and Windows/network environment.
  • Experience of complex administration and record keeping in an office environment.
  • Ability to understand and learn new software and administrative procedures.
  • Familiar with email and the internet.
  • Ability to analyze and interpret information.

Desirable

  • Experience in primary care/NHS/caring profession.
  • Formal qualification in IT (CLAIT, ECDL).
  • Experience of dealing with members of the public.
  • Understanding of key data protection legislation.

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