Clinical Data Administrator

Hyde Park Surgery is looking for a clinical data administrator to assist in delivering the highest standard of care. This varied role involves working with clinicians and managers to develop, implement and maintain processes that achieve excellent outcomes for our patients. The successful candidate will have strong IT skills, an eye for detail, be proactive and enthusiastic, and will be supported by clinicians and admin staff as part of our team providing care for a diverse patient population.

Main duties of the job

• Clinical coding - Enter accurate information into patient records, arrange any required actions and identify errors or anomalies for correction.
• Administer the call and recall system - Ensure patients are invited to all appropriate reviews, maintain a safety net process, and develop new recall systems as technology changes.
• Quality Schemes (QOF & GPOP etc.) - Review schemes annually, advise on changes, plan methods for achievement, run regular patient searches, and report to practice teams. Enter new patient medical information into electronic records per the summarising protocol, check GP2GP transfers, and keep the protocol up to date.
• Document Management - Assist with workflow duties, ensure actions resulting from incoming workflow are completed, and handle any other delegated duties.
• Confidentiality - Respect patient privacy, handle confidential information sensitively, and comply with practice policies and relevant legislation.
• Equality and diversity - Support the rights of patients, carers and colleagues, ensuring a welcoming, non judgmental environment and participation in training programmes.
• Quality - Alert team members to quality issues, assess personal performance, contribute to team effectiveness, manage time and resources, and work effectively with other agencies.
• Communication - Communicate effectively with team members, patients and carers, and respond to alternative communication needs.
• Contribution to the implementation of services - Apply practice policies, discuss policy impact with team members, and participate in audits where appropriate.

About us

Hyde Park Surgery is situated in an inner city area within the Woodsley Primary Care Network (PCN) under Leeds Integrated Care Board (ICB). The practice has four partners, three salaried GPs, two practice nurses, two health care assistants, a full time Practice Manager, an Assistant Practice Manager and a team of receptionists supported by a Reception Manager. The population includes a significant proportion of ethnic minority patients, mainly of South Asian origin, as well as a high proportion of young and lower elderly patients. We provide a full range of primary care services including maternity care, child health surveillance, contraceptive services, minor surgery and long term conditions clinics.

Job responsibilities

Main purpose of the post: Medical data coding from clinical correspondence to ensure accurate and timely updating of medical records. Administer the call and recall system, run patient data and report to support the Quality and Outcomes Framework (QOF) and all quality schemes. Summarise patient records and GP2GP transfers, assist with document workflow and provide administrative support to the practice.

Responsible to: Management Team

Hours per week: 22.5 hours per week (negotiable for the right candidate)

Salary: £15.50 per hour (depending on experience)

Special requirements of the post

• Understanding, acceptance and adherence to strict confidentiality.
• Excellent knowledge of medical and pharmaceutical terms.
• Understanding of the summarising process and adherence to the practice summarising style.
• Excellent attention to detail and accuracy to spot errors and anomalies in a record, and to enter medical information correctly.
• Ability to read and process information quickly.
• Good knowledge of SystmOne clinical system and general computer literacy.
• A methodical and logical approach to work.
• The ability to use own judgement, resourcefulness and common sense.
• A genuine care about the quality of patient data and improving patient outcomes through accurate coding and the maintenance of medical records.
• Willingness to comply with all mandatory training including smart card and Information Governance training.

Confidentiality

In the course of seeking treatment, patients entrust us with sensitive information regarding their health and other matters. They do so in confidence and have the right to expect staff to respect their privacy and act appropriately. In performing the duties outlined in this job description, the post holder may have access to confidential information relating to patients, carers, practice staff and other healthcare workers. All such information must be regarded as strictly confidential and may only be divulged to authorised persons in accordance with practice policies and procedures.

Equality, diversity and inclusion

The post holder will support the equality, diversity and rights of patients, carers and colleagues, ensuring a welcoming, non judgmental, respectful environment that recognises the importance of individual rights and complies with current legislation. The post holder will also participate in any training programme implemented by the practice as part of employment, including annual performance reviews and professional development activities.

Quality

The post holder will strive to maintain quality within the practice by: alerting team members to quality and risk issues; assessing own performance and taking accountability for actions; contributing to team effectiveness through reflection and suggestions; working effectively with individuals in other agencies; and managing own time, workload and resources.

Communication

The post holder will recognise the importance of effective communication within the team and will communicate effectively with other team members, patients and carers, and respond appropriately to alternative methods of communication.

Contribution to the implementation of services

The post holder will apply practice policies, standards and guidance, discuss policy impact with team members, and participate in audits where appropriate.

Person specification Qualifications

• Knowledge of SystmOne clinical computer system.
• Computer literate and experience of clinical coding and summarising.

Experience

• Experience of working in primary care.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and, as such, a submission for Disclosure to be made to the Disclosure and Barring Service (formerly the CRB) to check for any previous convictions.