IT and Workflow Administrator REPORTS TO: Assistant Practice Manager HOURS: 37.5, will consider 30 hours PAY: Equivalent Band 3 Agenda for Change Contract: Permanent Benefits: 6 weeks annual leave plus working bank holidays and NHS Pension Job Summary: To ensure the daily smooth running of the practices computer systems and to assist clinical and other software installations as required. The practice has adopted the Workflow Optimisation system to support GPs and release some of their time by the use of protocols that enable clerical staff to perform accurate coding in patient notes from the clinical correspondence received at the surgery. Main Duties/Key Tasks: Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment including Smart Card maintenance Ensure the effective running of the practices IT network and e-mail system, including the management of user profiles To be the first point of contact with the helpdesks of the clinical and other system suppliers Assist in the installation and configuration of hardware and software Report any significant events relating to the IT systems to the practice manager Identify relevant clinical information contained in patient correspondence Code or free text the relevant clinical information on to the patient record Deal with queries relating to coding Ensure security of data at all times Awareness of safeguarding and reporting where necessary Organising and scanning post Filing laboratory reports Key Working Relationships Doctors, Nurses, HCA - Daily Prescriptions Team - Daily, where relevant to documents scanning Administration Team - Daily, NECS (NHS IT Support) Possibly Daily Competencies Sound knowledge of Windows and MS Office and MS word Awareness of data security requirements IT literate Good verbal and written communication skills Problem solving skills Flexible approach, team player, good sense of humour Attention to detail The ability to recognise where letters ought to be flagged urgently to a GP. Familiarity with medical terminology preferable 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 holders 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 recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members, patients and their carers and other healthcare professionals. Recognise peoples needs for alternative methods of communication and respond accordingly Contribution to the Implementation of Services: The post-holder will: Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate