Clinical Administrator

**Coltishall Medical Practice Job Title**: Clinical Administrator Line Manager: Assistant Practice Manager and IT Lead Accountable to: Practice Manager Hours per week: 30 Job Summary To compile a comprehensive and chronological medical summary from new patient records. To identify and enter key clinical information into the Emis Web clinical system in accordance with the Practice note summarising and clinical coding protocol. To ensure that all incoming correspondence is coded appropriately and sent by workflow system (DOCMAN) where appropriate for clinicians to action any other directions in a timely way. The post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.

Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect. Safety, Health, Environment and Fire (SHEF) This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI) To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice. This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision.

We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care. Induction Training On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Practice Manager. Learning and Development The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme.

Service Delivery Staff at Coltishall Medical Practice must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure. Security The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager.

Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured. Professional Conduct At Coltishall Medical Practice staff are required to dress appropriately for their role. Patient facing administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role. Primary Responsibilities The following are the core responsibilities of the clinical coder.

There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: a. Summarise new patient medical records, ensuring full record received both electronically and paper records. De-duplicate paper records. b.

Record information from New patient questionnaire c. Report any existing safeguarding coding, check for household connections, advise any other relative information to the Safeguarding Lead. d. Review records to identify any apparent missing information i.e.

childhood immunisations and liaise with PCSE, Child Health or other relevant NHS department to complete the record as far as possible. e.