Administrative Assistant/coder

**Job Summary**: To provide administrative support and services to all members of the practice team. Job responsibilities: Management of medical records Ensure that records are available upon request Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to Ensure correspondence, reports, results etc. are filed in correct records Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover Management of appointment system Ensure total familiarity with all appointment systems including regular and incidental variations Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record Monitor effectiveness of the system and report any problems or variations to the Management Team Deal with home visits requests and check the home visit screen to provide summary printouts for the clinician Ensure total familiarity with all appointment systems including regular and incidental variations Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record Administrative support Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date o Cytology o Pathology results o Extract immunisation data for all children under the age of 7 and to enter vaccinations onto the EMIS clinical system o Add read codes onto the clinical system from hospital correspondence in line with data quality and information governance via Docman o Scan and attach documents onto the EMIS clinical system via Docman o Forward all relevant Docman mail to the clinicians and reception teams for actioning o Transfer data onto the EMIS clinical system via GP2GP o Complete all degrade tasks on the GP2GP workflow o Distribute all NHS mail received into the practice to the relevant departments o Chronic disease recall of patients who are due reviews o Tagging and summarising of patients medical records o To undertake administrative duties as per QOF (quality and outcomes framework) o Action incoming HA mail and record arrivals of new patient records onto the clinical system o To record and register details onto the Open Exeter system (blood/organ donors) o Appointment scheduler and sessions and associated rotas o To cover reception when needed o Undertaken any additional duties appropriate to the post as requested by the Partners or Management Team 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 carers, 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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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 Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs an