Job summary Support Team Member Patient Data (Full Time 3 7 hrs per week) We are looking for an enthusiastic new colleague to join our Support Team. Focusing on Patient Data, you will process incoming outpatient and hospital discharge letters, deal with bulk data submissions, patient recalls and invitations, monitor our practice email box and provide other admin support to the practice. Knowledge or experience of notes summarising would be an advantage. You must be able to demonstrate excellent organisational and communication skills and be able to prioritise your workload. A flexible, professional and enthusiastic approach is essential along with the desire to deliver an excellent service to our patients. We offer competitive rates of pay, holiday and NHS Pension Scheme. Full training and development opportunities available. Main duties of the job To provide administrative support to the Practice focusing on the capture and processing of patient data including discharge and outpatient information, bulk data submissions, patient recalls and invitations, notes summarising, clinic admin, patient deductions and management and distribution of incoming emails. To ensure that administrative and clerical duties are completed within the Practice guidelines and policies. Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Facilitate effective 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 in expanding our team and premises to deliver high-quality patient care. If you have a passion for primary care, wed love to hear from you. Date posted 08 November 2024 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A0809-24-0008 Job locations Cromwell Place St Ives Cambridgeshire PE27 5JD 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 and recording patient data on to the Practice clinical system including identification and coding of new problems, diagnoses and treatments from outpatient, community and discharge letters/reports received by the practice. · Adhere to the practice protocol for the processing of incoming discharge, outpatient clinic and other provider (WCF/OOH/111 etc) letters. Ensure that letters are processed in an accurate and timely manner. · Provide an effective coding service to ensure that clinical records are kept up to date and that full data is extracted and recorded in a timely 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 coding requirements. · Action workload in the “for coding” task box. · Manage workflow and allocate documents to GPs as appropriate. · Maintain the Dispensary Delivery Service register and send accepted application forms to the Practice Pharmacy Technician for medication alignment. · To provide admin support to all patient recall processes. This could include send bulk letters and/or text messages to involute patients for reviews, clinics or other procedures. · Summarise new patient notes in an accurate and timely manner to ensure practice clinical records are kept up to date and that full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG and LCG clinical priorities and any other ad-hoc or in-house coding requirements. Highlight any data issues or concerns with the Data & Systems Manager. · Check new GP2GP registrations to ensure that received patient data has been coded in an appropriate way. · Process incoming bulk data submissions to ensure that patient records are updated in an accurate and timely manner. · Process incoming national screening campaign results and information and ensure that the data is coded and recorded as appropriate on the patient’s record (for example, national bowel and breast screening campaigns). Maintain and complete the annual diabetic retinopathy screening register validation. · Provide admin support to any audit processes as requested. · Process incoming childhood immunisation data and arrange appointments and recalls in accordance with the current programme. Work alongside the Lead Nurse to ensure a high uptake and flag any patients for concern to the appropriate GP/Safeguarding Lead. · Process all patient deductions and arrangement the return of notes to the Health Authority. · Process incoming patient death notifications, advise the team and arrange the return of notes to the Health Authority as appropriate. · Process patient and/or third party requests for copies of medical records, ensuring that appropriate consent and authority as provided. Liaise with the Data & Systems Manager to resolve any queries or concerns notes requests · Maintain and promote the Practice Carers register including updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register and 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 or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care. · Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager, Operations Manager or Support Team Leader. 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 and recording patient data on to the Practice clinical system including identification and coding of new problems, diagnoses and treatments from outpatient, community and discharge letters/reports received by the practice. · Adhere to the practice protocol for the processing of incoming discharge, outpatient clinic and other provider (WCF/OOH/111 etc) letters. Ensure that letters are processed in an accurate and timely manner. · Provide an effective coding service to ensure that clinical records are kept up to date and that full data is extracted and recorded in a timely 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 coding requirements. · Action workload in the “for coding” task box. · Manage workflow and allocate documents to GPs as appropriate. · Maintain the Dispensary Delivery Service register and send accepted application forms to the Practice Pharmacy Technician for medication alignment. · To provide admin support to all patient recall processes. This could include send bulk letters and/or text messages to involute patients for reviews, clinics or other procedures. · Summarise new patient notes in an accurate and timely manner to ensure practice clinical records are kept up to date and that full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG and LCG clinical priorities and any other ad-hoc or in-house coding requirements. Highlight any data issues or concerns with the Data & Systems Manager. · Check new GP2GP registrations to ensure that received patient data has been coded in an appropriate way. · Process incoming bulk data submissions to ensure that patient records are updated in an accurate and timely manner. · Process incoming national screening campaign results and information and ensure that the data is coded and recorded as appropriate on the patient’s record (for example, national bowel and breast screening campaigns). Maintain and complete the annual diabetic retinopathy screening register validation. · Provide admin support to any audit processes as requested. · Process incoming childhood immunisation data and arrange appointments and recalls in accordance with the current programme. Work alongside the Lead Nurse to ensure a high uptake and flag any patients for concern to the appropriate GP/Safeguarding Lead. · Process all patient deductions and arrangement the return of notes to the Health Authority. · Process incoming patient death notifications, advise the team and arrange the return of notes to the Health Authority as appropriate. · Process patient and/or third party requests for copies of medical records, ensuring that appropriate consent and authority as provided. Liaise with the Data & Systems Manager to resolve any queries or concerns notes requests · Maintain and promote the Practice Carers register including updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register and 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 or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care. · Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager, Operations Manager or Support 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 (e.g. CLAIT, ECDL). Experience of dealing with members of the public. Understanding of key data protection legislation. 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 (e.g. CLAIT, ECDL). Experience of dealing with members of the public. Understanding of key data protection legislation. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Grove Medical Practice Address Cromwell Place St Ives Cambridgeshire PE27 5JD Employer's website https://www.cromwellplacesurgery.nhs.uk/ (Opens in a new tab)