Data Administrator

GREAT SUTTON MEDICAL CENTRE

JOB TITLE: DATA ADMINISTRATOR

REPORTS TO: SENIOR DATA ADMINISTRATOR

HOURS: SEE CONTRACT OF EMPLOYMENT

Job summary: The purpose of the role is to: To develop and implement a comprehensive, effective and efficient administrative support service to meet business requirements.

Duties and Responsibilities: The duties and responsibilities to be undertaken by members of the Administration team many include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Manager, dependent on the current and evolving practice workload and staffing levels:
Administration

**To have a thorough knowledge of all Practice procedures**

To work in accordance of written protocols and job rotas

**Support of colleagues**

Prompt and accurate data processing, scanning, path links and medical summaries.

**Accurate data inputting and read coding of correspondence from the Diabetic eye and Foot clinics, Discharge letters and non-attendees etc. Ensure the highest standards of data quality in terms of read coding.**

Action, distribute and accurately report on patient results

**To assist in the recall of patients for screening of chronic disease management and support the Data Manager to maximize income o QOF and Enhanced services**

Patient medical records: o Ensure that patients medical records are kept up-to-date and accurate. o Incoming patient medical records are summarized within the appropriate timeframe. o Outgoing patients - ensure that patients medical records are deducted and forwarded within the appropriate timeframe.

**Appropriate use of INPS, Docman and Contract+ systems**

Ensure practice policies are followed and accurate records are kept with particular reference to: appointments, messages, visits, post, patient registration, repeat prescriptions, filing systems, births and deaths.

**Process and distribution of incoming and outgoing mail.**

Fax and photocopy as requested

**Deal with general enquires, explain procedures and make new and follow up appointments.**

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.

**Liaise with other members of the primary healthcare team, outside agencies and practice volunteers as required.**

Providing refreshments for visitors as required.

**Receive and make telephone calls as required. Divert calls and take messages, ensuring accuracy of detail and prompt delivery.**

Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter.

Premises:
**When first to arrive make all necessary preparations to receive patients.**

When last to leave at the end of the day, ensure the building is totally secure, internal lights are off and alarm activated.

**Ensure building security - have thorough knowledge of doors/windows/alarm.**

Maintain security in accordance with practice protocols.

**Ensuring that all new patients are registers onto the computer system promptly and accurately.**

Helping new reception staff and training of new reception staff.

**Undertake any other additional duties as appropriate to the post as requests by the Partners of the Practice Manager.**

**Reception**

Receiving patients consulting with members of the practice team.

**Handing completed repeat prescriptions to patient and checking names and address.** Be able to cover all reception position as necessary.

Appointments

**Process appointment requests for appointments, visits and telephone consultations, ensuring callers are directed to the appropriate healthcare professional, from patients by telephone and in person.**

**Computer**

Registrations of new patients - computer data entry and medical records.

**Process patients change of address - computer data and medical records (have knowledge of practice area)**

Computer data entry, data allocation and collation; processing and recording information in accordance with practice procedure.

Telephone

**Have working knowledge of telephone, during and after hours.**

Prompt telephone answering.

Confidentiality

Emis (preferred but not essential)

Docman (preferred but not essential)

**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 staff will respect their privacy and act appropriately.**

In the performance of the duties outlined in this Job Description, the pos-holder may have access to confidential information relating to patients and their careers, 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 and other healthcare workers or the business of t