Support Team Member

2 weeks ago

Saint Ives, United Kingdom Grove Medical Practice Full time

Job summary

Support Team Member Patient Data (Part Time 2 hrs per week)

We are lookingfor an enthusiastic new colleague to join our Support Team. Focusing on Patient Data, you will process incomingoutpatient and hospital discharge letters, deal with bulk data submissions,patient recalls and invitations, monitor our practice email box and provideother admin support to the practice. Knowledge or experience of notes summarising would be an advantage.

You must beable to demonstrate excellent organisational and communication skills and beable to prioritise your workload. A flexible, professional and enthusiasticapproach is essential along with the desire to deliver an excellent service toour patients.

We offercompetitive rates of pay, holiday and NHS Pension Scheme. Full training and development opportunitiesavailable.

Main duties of the job

Toprovide administrative support to the Practice focusing on the capture andprocessing of patient data including discharge and outpatient information, bulkdata submissions, patient recalls and invitations, notes summarising, clinicadmin, patient deductions and management and distribution of incoming emails.

Toensure that administrative and clerical duties are completed within thePractice guidelines and policies.

Providegeneral assistance to the Practice team and project a positive and friendlyimage to patients and other visitors, either in person or via the telephone.

Facilitateeffective communication between patients, members the primary health care team,secondary care and other associated healthcare agencies.

About us

We are a friendly,part-dispensing GP practice based in the heart of historic St Ives. We specialise in training (including GP Registrars,medical students and nursing students) and research. Over the last two years we have invested inexpanding our team and premises to deliver high-quality patient care. If you have a passion for primary care, wedlove to hear from you.

Job description

Job responsibilities

Patient Data

· Maintenance and oversight of the practice generic email box,ensuring that all incoming emails are actioned or distributed accordingly.

· Provide effective and timely scanning service – uploading andrecording patient data on to the Practice clinical system includingidentification and coding of new problems, diagnoses and treatments fromoutpatient, community and discharge letters/reports received by thepractice.

· Adhere to the practice protocol for the processing of incomingdischarge, outpatient clinic and other provider (WCF/OOH/111 etc) letters. Ensure that letters are processed in anaccurate and timely manner.

· Provide an effective coding service to ensure that clinicalrecords are kept up to date and that full data is extracted and recorded in atimely manner to support clinical coding, chronic disease register management,Practice QOF achievement, Enhanced Services data capture and financial claims,CCG clinical priorities and any other ad-hoc or in-house Practice codingrequirements.

· Action workload in the “for coding” task box.

· Manage workflow and allocate documents to GPs as appropriate.

· Maintain the Dispensary Delivery Service register and sendaccepted application forms to the Practice Pharmacy Technician for medicationalignment.

· To provide admin support to all patient recall processes. This could include send bulk letters and/ortext messages to involute patients for reviews, clinics or other procedures.

· Summarise new patient notes in an accurate and timely manner toensure practice clinical records are kept up to date and that full data isextracted and recorded to support clinical coding, chronic disease registermanagement, Practice QOF achievement, Enhanced Services data capture andfinancial claims, CCG and LCG clinical priorities and any other ad-hoc orin-house coding requirements. Highlight any data issues or concerns with theData & Systems Manager.

· Check new GP2GP registrations to ensure that received patientdata has been coded in an appropriate way.

· Process incoming bulk data submissions to ensure that patientrecords are updated in an accurate and timely manner.

· Process incoming national screening campaign results andinformation and ensure that the data is coded and recorded as appropriate onthe patient’s record (for example, national bowel and breast screeningcampaigns). Maintain and complete theannual diabetic retinopathy screening register validation.

· Provide admin support to any audit processes as requested.

· Process incoming childhood immunisation data and arrange appointmentsand recalls in accordance with the current programme. Work alongside the Lead Nurse to ensure ahigh uptake and flag any patients for concern to the appropriateGP/Safeguarding Lead.

· Process all patient deductions and arrangement the return ofnotes to the Health Authority.

· Process incoming patient death notifications, advise the teamand arrange the return of notes to the Health Authority as appropriate.

· Process patient and/or third party requests for copies ofmedical records, ensuring that appropriate consent and authority asprovided. Liaise with the Data &Systems Manager to resolve any queries or concerns notes requests

· Maintain and promote the Practice Carers register includingupdating the carers information board, identifying and adding new carers to theregister, obtaining consent to add their details to the council carers registerand providing details of the GP Carers Prescription service.

· Action and complete all Patient Data requests received by email,manual note or S1 task – including contacting the patient where appropriate orliaising with other healthcare agencies to chase results or referrals or toarrange or cancel further care.

· Undertake any other additional duties appropriate to the post asrequested by the Partners, Practice Business Manager, Operations Manager orSupport Team Leader.

Person Specification

Qualifications

Essential

IT literate, including experience in using Word and Excel at an advanced level. Experience in using practice clinical software Previous experience in an analytical role. Experience of working a complex, fast paced environment with high levels of regulation and compliance. Familiarity with a variety of Windows-based software and Windows / network environment. Experience of complex administration and record keeping in an office environment. Ability to understand and learn new software and administrative procedures. Familiar with email and the internet Ability to analyse and interpret information

Desirable

Experience in primary care/NHS/caring profession Formal qualification in IT ( CLAIT, ECDL). Experience of dealing with members of the public. Understanding of key data protection legislation.

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