Clinical Coder / Administrator in Lewes

An exciting opportunity has arisen for a Clinical Coder / Administrator to join the team at Foundry Healthcare, based at our School Hill site in Lewes.

Main duties of the job

The clinical coder role involves working with SystmOne Workflow Optimisation to manage patient documentation, including receiving, processing, coding and triaging patient records. You will play a vital role in maintaining data accuracy and confidentiality, working collaboratively with clinical and administrative teams.

Foundry Healthcare takes a resilient approach to administrative work, ensuring team members have the flexibility to adapt to the evolving needs of the organisation.

About us

Foundry is a single Practice PCN serving a population of circa 29,000 patients in the Lewes and Ringmer area of East Sussex. We operate from three surgery sites in Lewes and one in Ringmer, a mixture of both purpose built and converted buildings. Foundry aims to provide consistently excellent primary care to our local population and to develop a comprehensive population health management approach with our patients and partners.

Job responsibilities

Foundry Healthcare uses SystmOne Workflow Optimisation to manage patient documentation. Protocols are used by patient records staff to accurately manage incoming patient documentation according to relevant guidelines. These cover the following areas:

• Receiving documentation via email, electronic means and physical post
• Scanning or processing documents onto the patient record
• Coding and forwarding as needed

Foundry Healthcare maintains a resilient approach to administrative work, ensuring flexibility within roles to adapt to the evolving needs of the administrative team and organisation.

Main Duties - Key Tasks

• Import patient documentation from emails, post and via other electronic processes.
• Correctly allocate to patient record and triage as needed.
• Identify relevant clinical information contained in patient correspondence
• Code clinical information on to the patient record following local guidance and general best practice.
• Deal with queries relating to coding and administration
• Ensure security of data at all times.
• Maintaining confidentiality of patient information
• Awareness of safeguarding and reporting where necessary
• Flexible approach to administrative workload pressures at Foundry

Key Working Relationships

• Doctors, Nurses, HCA - Daily, where relevant to documents scanning
• Prescriptions Team - Daily, where relevant to documents scanning
• Administration Team - Daily, where relevant to documents scanning

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 and 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)
• 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 and 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
• Online learning and face to face learning as required by the practice

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
• Application of learning from audits, formal and informal feedback.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• 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 audits where appropriate

Person Specification

Team working and collaboration

• Ability to work collaboratively with colleagues to achieve team goals.
• Proactively supports team members and fosters a positive team culture.
• Experience in a team-based work environment, contributing effectively to shared responsibilities.
• Ability to adapt to different working styles and dynamics within a team.
• Brings a positive attitude and the ability to maintain morale, even in challenging situations.
• Uses humour appropriately to create a friendly and enjoyable working environment.
• Strong ability to prioritise tasks and manage multiple responsibilities effectively.

Experience

• Strong IT skills, including knowledge of Windows and Microsoft applications
• Problem-solving abilities
• Flexible and proactive attitude
• Experience with using clinical systems, particularly TPP SystmOne
• Knowledge of medical terminology and clinical system coding
• Experience of working in a GP or healthcare setting

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.