Data Entry & Records Team Administrator

We are looking for a detail-orientated and organised Data Entry & Records Administrator to join our team on a temporary (1 year) fixed-term basis to cover maternity leave.

This role is vital to the smooth running of our Practice, ensuring accurate and timely management of patient records and administrative data.

The ideal candidate would have experience of using SystmOne or similar clinical systems, a good understanding of medical terminology and clinical coding, and having the ability to handle confidential information with professionalism and discretion.

Main duties of the job

• Responsible for organising, collecting and distributing all internal and external, incoming and outgoing mail.
• Check incoming emails regularly and ensure any labelled URGENT are printed and brought to the attention of the appropriate clinician.
• Distribute all mail (brochures, circulars etc. and repeat prescriptions to Clinical staff).
• Scan, index and workflow both paper and electronic incoming mail, ensuring coding is added, using formulary (Systmone) and following appropriate protocols, currently EZ DOC.
• Scanning and data entry of other paper documents, using formulary.
• Enter clinical data for blood results received in paper format or by email.
• Send out maternity check letters to new mothers on receipt of Maternity discharge letters, contacting patient to verify contact details as required.
• Be responsible for the secure management of paper-flows through the scanning room and safe disposal when complete.
• To carry out summarising of incoming notes for new and returning patients in a timely manner, working to the scanning protocol as agreed.

About us

Lister Medical Centre is based in Harlow, Essex.

We are a well-established, friendly teaching practice, and our dedicated team includes 8 GPs, 4 Emergency Care Practitioners, 3 Practice Nurses, 2 Nursing Associates, 2 Physician Associate, 4 HCAs and 17 admin/support staff. We have been providing a full range of GP services for over 30 years and have a patient list size of over 21,000 patients.

As a teaching practice, we have Foundation Doctors and Students from Cambridge University based with us.

We are situated in a purpose-built health centre close to local amenities.

Job responsibilities

JOB TITLE: Data Entry & Records Team Administrator

MAIN PURPOSE OF POST: To provide administrative support to the Practice and Partners, in particular clinical coding and paper management and summarising of clinical notes

RESPONSIBLE TO: Practice Management Team

HOURS: 30 hours per week

TYPE OF CONTRACT: Temporary 1-year fixed term (Maternity Cover)

Main Duties:

• Responsible for organising, collecting and distributing all internal and external, incoming and outgoing mail.
• Open and date stamp all relevant incoming mail.
• Check incoming emails regularly and ensure any labelled URGENT are printed and brought to the attention of the appropriate clinician.
• Collect baskets from reception and distribute contents as appropriate.
• Distribute all mail (brochures, circulars etc.) and repeat prescriptions to Clinical staff.
• Collect ad-hoc paperwork from reception and distribute.
• Scan, index and workflow both paper and electronic incoming mail, ensuring coding is added, using formulary (Systmone) and following appropriate protocols, currently EZ DOC.
• Scanning and data entry of other paper documents, using formulary.
• Enter clinical data for blood results received in paper format or by email.
• Send out maternity check letters to new mothers on receipt of Maternity discharge letters, contacting patient to verify contact details as required.
• Be responsible for the secure management of paper-flows through the scanning room and safe disposal when complete.
• Be responsible for franking post. Documenting recorded delivery items as required as cover.
• Ensure all post is taken to Post Office each day.
• To carry out summarising of incoming notes for new and returning patients in a timely manner, working to the scanning protocol as agreed.
• Appointment Systems: Ensure total familiarity with all systems in effect including regular and incidental variations. Monitor effectiveness of the system and report any problems or variations required.
• Management of Medical Records: Ensure correspondence, reports, results, etc. are filed in correct order.
• Any Other Delegated Duties Considered Appropriate to the Post deemed reasonable by any Partner or Practice Management Team
• 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.
• Confidentiality: Respect patient privacy and handle confidential information in accordance with policies; ensure information is divulged only to authorized persons.
• Equality and Diversity: Support equality, diversity and rights of patients, carers and colleagues.
• Personal/ Professional Development: Participate in training and annual performance review, and take responsibility for own development.
• Quality: Maintain quality, assess own performance, and contribute to team effectiveness; work with other agencies as needed.
• Communication: Communicate effectively with team members, patients and carers, and accommodate alternative communication needs.
• Contribution to the Implementation of Services: Apply policies, standards and guidelines; participate in audits where appropriate.

Person Specification

Skills and Abilities

• An acceptable level of literacy and numeracy skills.
• Interpersonal, organisational and administrative skills.
• Ability to learn Clinical System rota.
• Ability to organise and prioritise workload to achieve deadlines.
• Ability to investigate complex patient queries and anomalies when required.
• Ability to monitor and process accurate patient data.
• Commitment to equalities and the promotion of diversity in all aspects of working.
• Being open to innovative thinking and assist in developing new ways of working/systems as required.
• To adhere to the Practice core values and to ensure patients, colleagues and other partners are treated with dignity and respect.
• To display compassion and empathy for patients, putting them at the centre of their care.
• Willingness to attend training as deemed appropriate

Qualifications

• Good standard of general education with a minimum GCSE Grade C in English and Maths, or equivalent

Experience

• Experience of patient and customer facing roles.
• Experience of Primary Care/GP Practices
• Knowledge of implementing a range of administrative procedures.
• Knowledge of a range of IT systems including SystmOne
• Awareness of Data Protection, Cyber Security and Confidentiality issues.
• Experience of telephone call centres

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.