Job summary Willerby & Swanland Surgery are looking to replace our retiring Coding and Scanning administrator who has been a long standing staff member. The hours will be part time of 12 per week, but there is a requirement to cover holidays and sickness absence so there is a need for flexibility in this role. When covering holiday periods ( 5 weeks per year, you will need to be able to work 30 hours per week over 5 mornings) Main duties of the job To ensure that all incoming and internal patient correspondence is stored in the patients medical record and relevant information is coded. The volume of information coming into the Practice is high and this is a busy role. Correspondence coming into the Practice is processed and coded by the Coding and Scanning Administrator. This role enhances patient safety through enabling doctors to focus on delivering patient care rather than on administrative tasks that can be safely done elsewhere. The role requires a high degree of concentration and diligence to ensure that correspondence requiring clinical input or action is directed quickly and efficiently to the relevant medical staff. Equally it functions to ensure the maintenance and accuracy of information held within the patient medical record is correctly coded and easily accessible to clinicians. About us Willerby and Swanland Surgery have recently located into a wonderful, purpose-built GP practice in Anlaby. We have an expanding patient list, which currently stands at over 10600. Over the next 3 years, this is expected to increase even further to 12500. Benefits include 25 days holiday, plus appropriate bank holiday entitlement Excellent NHS pension This is a permanent role. Date posted 09 January 2025 Pay scheme Other Salary £11.66 an hour Contract Permanent Working pattern Part-time Reference number A0127-25-0001 Job locations Lowfield Road Anlaby Hull HU10 7JR Job description Job responsibilities Job Title: Coding and Scanning Administrator Job Purpose: To ensure that all incoming and internal patient correspondence is stored in the patients medical record and relevant information is coded. The volume of information coming into the Practice is high and this is a busy role. Correspondence coming into the Practice is processed and coded by the Coding and Scanning Administrator. This role enhances patient safety through enabling doctors to focus on delivering patient care rather than on administrative tasks that can be safely done elsewhere. The role requires a high degree of concentration and diligence to ensure that correspondence requiring clinical input or action is directed quickly and efficiently to the relevant medical staff. Equally it functions to ensure the maintenance and accuracy of information held within the patient medical record is correctly coded and easily accessible to clinicians. Duties and Responsibilities Follow practice protocols to ensure consistent and high quality care is provided to our patients Action any reasonable work request from your line manager Scanning duties Sort and date stamp all paper incoming patient-related mail. Scan paper patient-related documents onto their medical record using read codes as agreed by the clinical team Attach incoming electronic documents to the appropriate patient in the EMIS clinical system Download, save and attach radiology reports from the Practice Admin generic NHS email account Add any additional information about the source of the document and specialism Forward the document to the most appropriate person to receive the information Ensure incoming paper letters are scanned onto the patient record within the practice policy timescale Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures. Manage and prioritise own workstream to ensure that work is actioned in a timely manner Advise your line manager of any potential reason why the scan/coding will not be up to date Coding Identify relevant clinical information contained in any format of patient correspondence Code or free text the clinical information on to the patient record Deal with queries relating to coding Reading all incoming correspondence to the practice, accurately coding the relevant diagnosis / procedure / information in the patients records, deciding whether to send on to a GP, ensuring follow-up actions / test requests are brought to the attention of the relevant staff members Use the task system on EMIS to inform other team members of actions needed General Responsibilities for All Staff The post-holder is expected to: Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies Attend mandatory training as identified by the practice Highlight potential development areas Carry out any appropriate work related request from their line manager 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 free from hazards Actively reporting 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 recognizes 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 recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize 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 Job description Job responsibilities Job Title: Coding and Scanning Administrator Job Purpose: To ensure that all incoming and internal patient correspondence is stored in the patients medical record and relevant information is coded. The volume of information coming into the Practice is high and this is a busy role. Correspondence coming into the Practice is processed and coded by the Coding and Scanning Administrator. This role enhances patient safety through enabling doctors to focus on delivering patient care rather than on administrative tasks that can be safely done elsewhere. The role requires a high degree of concentration and diligence to ensure that correspondence requiring clinical input or action is directed quickly and efficiently to the relevant medical staff. Equally it functions to ensure the maintenance and accuracy of information held within the patient medical record is correctly coded and easily accessible to clinicians. Duties and Responsibilities Follow practice protocols to ensure consistent and high quality care is provided to our patients Action any reasonable work request from your line manager Scanning duties Sort and date stamp all paper incoming patient-related mail. Scan paper patient-related documents onto their medical record using read codes as agreed by the clinical team Attach incoming electronic documents to the appropriate patient in the EMIS clinical system Download, save and attach radiology reports from the Practice Admin generic NHS email account Add any additional information about the source of the document and specialism Forward the document to the most appropriate person to receive the information Ensure incoming paper letters are scanned onto the patient record within the practice policy timescale Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures. Manage and prioritise own workstream to ensure that work is actioned in a timely manner Advise your line manager of any potential reason why the scan/coding will not be up to date Coding Identify relevant clinical information contained in any format of patient correspondence Code or free text the clinical information on to the patient record Deal with queries relating to coding Reading all incoming correspondence to the practice, accurately coding the relevant diagnosis / procedure / information in the patients records, deciding whether to send on to a GP, ensuring follow-up actions / test requests are brought to the attention of the relevant staff members Use the task system on EMIS to inform other team members of actions needed General Responsibilities for All Staff The post-holder is expected to: Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies Attend mandatory training as identified by the practice Highlight potential development areas Carry out any appropriate work related request from their line manager 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 free from hazards Actively reporting 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 recognizes 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 recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize 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 Person Specification Qualifications Essential Must be computer literate with a strong working knowledge of Microsoft Office and willing to learn the use of clinical computer systems. Must have customer service or patient care skills and ideally have worked in an NHS or similar patient facing environment. Must be enthusiastic and motivated to work in a patient orientated profession. Experience Essential Experience of working in a healthcare or similar environment. Experience of coordinating tasks and liaising with multiple colleagues both internal and external to the organisation. Experience of using technology and digital tools. Excellent communication skills. Excellent literacy skills. Pay excellent attention to detail. Desirable Experience of working in a GP practice. Experience of using clinical systems such as EMIS or S1. Person Specification Qualifications Essential Must be computer literate with a strong working knowledge of Microsoft Office and willing to learn the use of clinical computer systems. Must have customer service or patient care skills and ideally have worked in an NHS or similar patient facing environment. Must be enthusiastic and motivated to work in a patient orientated profession. Experience Essential Experience of working in a healthcare or similar environment. Experience of coordinating tasks and liaising with multiple colleagues both internal and external to the organisation. Experience of using technology and digital tools. Excellent communication skills. Excellent literacy skills. Pay excellent attention to detail. Desirable Experience of working in a GP practice. Experience of using clinical systems such as EMIS or S1. 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 Willerby & Swanland Surgery Address Lowfield Road Anlaby Hull HU10 7JR Employer's website https://www.willerbysurgery.com/ (Opens in a new tab)