Data Administrator/secretarial Cover

Due to planned retirement and maternity leave an exciting opportunity have arisen within our administration team for a full and/or part-time data administrator, providing secretarial cover as and when required.

**JOB DESCRIPTION DATA ADMINISTRATOR/SECRETARIAL COVER**

**REPORTS TO: LINE MANAGER/PRACTICE MANAGER**

**HOURS: FULL/PART TIME**

**Job Summary**:
To provide a high standard of general administrative, data and secretarial support to Doctors, Practice Manager, and other health care professionals. Always acting in a professional, efficient, and courteous manner to patients, staff, and outside agencies. Ensuring all practice data is accurately entered and updated in line with practice guidelines and is dealt with confidentially and processed accordingly.

**Knowledge and Skills**
- Computer Literate, preferably with recognised IT accreditation
- Good communication skills (written and verbal)
- Attention to detail
- Problem-solving skills
- Ability to work on own initiative
- Friendly, Flexible & Approachable
- Ability to prioritise

**Main Duties**
- Ensure all letters are scanned into the correct medical records and distributed to the appropriate clinicians in accordance with practice scanning procedure
- Prior to scanning, check the relevant data is added to the clinical record and any actions are identified & carried out
- Assist with the accurate coding and input of necessary data from clinical letters
- Electronic letters and test results are processed correctly and distributed accordingly
- Summarisation of medical records for newly registered patients
- Monitor and maintain progress of notes summarising on practice database
- Check, monitor and deal with items as they appear in the GP links system
- Sort and distribute accordingly any correspondence and medical records received
- Notes for patients de-registering are retrieved and processed when requested in an appropriate and timely manner
- Assist in the maintaining and updating of practice registers and recalling patients as necessary
- Update and monitor the clinical data base and prepare reports/audits as and when required
- Complete patient tasks and action queries generated from clinical letters
- Receive and dispatch mail
- Provide efficient audio typing for doctors and other health professionals
- Organise referrals for doctors, either electronically, through e-referral system or manually
- Liaise with hospitals and other agencies on behalf of patients and doctors regarding hospital appointments, admissions, and referrals
- Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
- Processing of medical/insurance requests, reports, and summaries

**Other Duties**
- Provide cover for reception if required
- Provide cover over four sites if required

**The above list serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform different tasks as necessitated by the development of this role as the practice develops, and the overall business objectives of the practice change.**

**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 carer's, 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
- Fire Officer - Organise fire safety training and fire drills
- Undertaking periodic infection control training (minimum annually)
- Demonstrate due regard for safeguarding and promoting the welf