Scanner, Filer & Coder, Shadow Secretary in Wolverhampton

We are looking to recruit an experienced clinical coder to join our busy practice. You will be responsible for the scanning, filing and clinical coding of all relevant information into patients' medical records using Docman and Emis clinical system, maintaining accurate and confidential patient records in line with data protection standards. Working within an existing team of Filer and Coder, you must have experience working within a GP practice and must be Emis & Docman trained. You will play an important role in coding clinical information accurately, maintaining high-quality records, supporting QOF and reporting processes, and assisting with workflow across the practice.

The position includes shadow secretarial duties providing cover for absences which includes processing referrals and Advice & Guidance requests, supporting baby clinics, minor surgery/joint injection clinics and appointments, and typing of meeting agendas/notes as required. This is a great opportunity for someone who is detail-oriented, organised, and passionate about data quality and clinical accuracy within primary care. The job will be 37.5 hours per week, Monday-Friday.

We are a CQC rated Good GP training practice with 9200 patients, with a friendly and supportive team of GPs, Nurses and Admin staff. If you are looking for a role within a welcoming practice environment, this position offers an excellent opportunity to contribute and develop in a well-established team.

Main duties of the job

• Confidentiality must be maintained at all times.
• Scanning/Filing/Coding Duties:

• Accurately scan, file and code documents into Emis Clinical System, working to set procedures redacting and identifying correct patient details as appropriate.
• Review all incoming correspondence, test results and medical summaries, filing the document and entering pertinent information into the patients' medical record in accordance with the practice protocol.
• Highlight actions and workflow to appropriate clinician/team as per protocol.
• Maintain accurate, confidential patient records in line with data protection standards.
• Assist with audits and data quality improvement.
• Identifying address/name differences, checking with patient and flagging where appropriate.

• To develop covering and support role with Secretary.
• Typing dictated letters and reports via Audio.
• Process routine/urgent/2 week wait referrals via ERS and Advice & Guidance requests.
• Check ERS worklists for Triage response.
• Typing of referrals via Lexacom.
• Generating referrals, templates/forms processing as per protocol.
• Liaising with patients with regard to referral options/details.
• Input 8-week check appointments into baby clinic and process post clinic returns.
• Adding/amending/removing clinical sessions as required on Emis System.
• Book/Monitor Minor Surgery / Joint Injection Clinics and appointments.
• Typing of meeting agendas/notes as required.

About us

We are a motivated, forward-thinking, supportive and friendly team who enjoy delivering high quality primary care. We offer an ongoing training programme and opportunities for development.

Job responsibilities

Job Purpose: To provide Scanning, Filing and Coding duties to Bilbrook Medical Centre as a whole. To act as shadow secretary covering absences and supporting at times of high volume. Establish and maintain good working relationships and clear lines of communication with Practice Manager and all practice staff and the public. Monthly update of tasks with Practice Manager.

Principle Duties and Responsibilities:

• Confidentiality must be maintained at all times. No information about patients, either medical or personal details are disclosed to persons other than those employed by or attached to the practice for whom such information is relevant.
• Scanning/Filing/Coding Duties:

• Accurately scan, file and code documents into Emis Clinical System, working to set procedures redacting and identifying correct patient details as appropriate.
• Review all incoming correspondence, test results and medical summaries, filing the document and entering pertinent information into the patient's medical record in accordance with the filing spreadsheet and coding protocol.
• Recognise own knowledge limits and liaise where necessary with clinical or administrative colleagues to clarify information for filing/coding purposes.
• Highlight clinical action and workflow to appropriate clinician or team as per workflow protocol.
• Maintain accurate, confidential patient records in line with data protection standards.
• Processing workflow accurately from electronic and scanned documents coding procedure, diagnosis and all relevant QOF information adding diary dates where needed.
• Monitor coding accuracy and resolve data issues.
• Assist with audits and data quality improvement.
• Ensure safeguarding information is correctly coded and work flowed to safeguarding lead.
• Identifying address/name differences, checking with patient where appropriate and forwarding to further action to practice manager.
• To carry out administrative related tasks as delegated by clinical lead and management team.

• To develop covering and support role with Secretary.
• Typing dictated letters and reports via Audio.
• Process routine, urgent, 2 week wait referrals via ERS and Advice & Guidance requests.
• Check ERS worklists for Triage response.
• Typing of referrals via Lexacom.
• Generating referrals, completing templates/forms and processing as per protocol.
• Liaising with patients with regard to referral options/details.
• Input 8-week check appointments into baby clinic and process post clinic returns.
• Documenting referrals on referral tracker to enable and support audits.
• Adding, amending, removing clinical sessions as required on Emis System.
• Book, Monitor Minor Surgery, Joint Injection Clinics and appointments.
• Typing of meeting agendas/notes as required.

General

• Report any mechanical defects, pest sightings or building/environment faults to practice manager.
• Provide cover for secretary during absences.
• To attend relevant courses and in-house Statutory and Mandatory training as required.
• Undertake any additional tasks as requested by the practice manager.

Person Specification

Essential Qualifications & Experience:

• Educated to GCSE English at Grade C or equivalent.
• Microsoft Word & Excel.
• Strong working experience of Docman filing coding.
• Strong working experience of Emis Clinical system.
• Knowledge of medical terminology.
• Attention to detail, organised and passionate about data quality and accuracy.
• Aware of confidentiality, data protection and information governance.
• Effective communication with patients and outside organisations.
• Excellent telephone manner and effective verbal and written communication skills.
• Ability to maintain confidentiality.
• Organised approach to work.
• Punctual and committed to supporting the team effort.
• Attention to detail in all areas of work.
• Genuine interest in people and health.
• Amenable, tactful and diplomatic.
• Smart appearance.
• Able to demonstrate effective problem solving with the ability to process information accurately and effectively interpreting data as required.
• Ability to use own initiative.
• Understanding of Snomed Codes.
• Common sense and able to work as a team.
• Enthusiastic to learn and develop.

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.