Data Administrator

**Job summary**

We have an exciting opportunity for an experienced Administrator to join our data team at Banbury Cross Health Centre.

You must have experience of Microsoft Office (and be competent in using Word, Outlook, and basic Excel as a minimum) and be able and willing to learn new IT systems. You must be able to demonstrate excellent attention to detail and an awareness of data protection and GDPR.

You must also be flexible and happy to work in a team or under you own initiative but recognise when to refer more complex issues to colleagues or line manager for support.

Full induction and training will be given once appointed.

Please see the job description for further information

**Please note: Hours Full time, Monday to Friday with optional weekends and bank holidays to meet business needs.**

**Previous applicants need not apply.**

**Main duties of the job**

Working under the direct supervision of the Data manager and strictly in accordance with specific practice guidelines and protocols, the successful post holder will be responsible for undertaking a wide range of administrative duties, which includes registering patients on to the practices clinical computer system, ensuring information is managed, recorded, filed and followed up accordingly.

**About us**

PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of c. £16m. PML holds GMS contracts, as well as being a GP Federation representing c. 50 GP practices covering approximately 650,000 patients.

Working under the direct supervision of Data manager and strictly in accordance with specific practice guidelines and protocols, the administrator will assist the data team in the provision and delivery of prescribed programmes of patient care. To be responsible for undertaking a wide range of administrative duties which include; registering patients, ensuring all information is managed correctly, filed and followed up accordingly, scanning and coding patient information, deduction of patients through either embarkation or death, administering patient files accordingly.

**Duties and Responsibilities will include**:
1) Scanning:

- Scanning of letters and relevant information into patient notes. To assist in the smooth operation of the practice by capturing and maintaining medical records for use in consultations and reports with adherence to the rules and regulations of scanning by using the Practices clinical computer system.
- To efficiently scan data in to the Practices clinical computer system and workflow to relevant staff
- To uplift electronically received letter/data and enter in the Practices clinical computer system.
- To effectively communicate with data team, doctors, nursing staff and others.
- To be able to manage own workload to ensure work is accurate and complete to meet targets and communicate any problems with line manager.

2) Registrations:

- Entering new patient information on to Practices clinical computer system accurately in accordance to Patients written registration form.
- Identifying patients through PCSE spine information ensuring correct match.
- Entering personal information on care history, e.g.; height, weight, BP, BMI, ethnic origin, smoking status, next of kin
- Registering new babies and their details
- Changing patient details on computer clinical system
- Deducting patients when requested.
- Administering patient information upon death and following Notification of death protocol.
- Correcting amendments that come via the PCSE
- Ensuring all patient information is correctly received through GP2GP and assisting electronic file movement if notes not filed.
- Making up files for new patients with printed labels and file in correct process for easy movement of paper notes arriving from previous surgeries.
- Inputting codes when patients paper notes arrive through PCSE system.
- Inputting codes when patients paper note leaving surgery through deduction of patients
- Correctly deducting patients when requested through embarkation or death. Notifying GP and filling relevant paperwork.

3) Coding:

- Entering codes for patients personal information at registration
- Ensuring codes for patients medical information are accurately entered onto their electronic record, including but not limited to: coding of documents/correspondence received, immunisations, results, diagnoses, procedures, investigations

4) General Duties:

- Administering incoming post, stamp and distributing accordingly.
- Filing patient folders and retrieving paper notes from storage as required.
- Frequently checking Practice E-mail system and own personal one to ensure all issues are dealt with promptly and correctly.
- General Housekeeping.
- Assisting other team memb