Data Coordinator in Sheffield

This is a varied and important role, supporting the delivery of high-quality patient care across Primary Care Sheffield through the accurate management and maintenance of patient records. The post holder will play a key role in ensuring clinical information is appropriately coded, recorded and maintained, supporting data quality initiatives and contributing to the achievement of Quality and Outcomes Framework (QOF), Enhanced Services and other performance targets. Working closely with clinicians and practice teams, you will help maintain accurate, complete and compliant patient records, support efficient administrative processes, and contribute to the safe and effective delivery of care for our patients. You will also support continuous improvement initiatives, helping to enhance data quality and improve practice performance across the organisation. This post is part-time, working 33.5 hours per week. You will be based at Darnall Primary Care Centre, Sheffield.

Main duties of the job:

• Processing electronic and paper clinical correspondence.
• Ensure diagnosis and treatment is accurately coded, recorded and filed within patient records.
• Reviewing incoming documents to identify clinically significant information and escalating when needed.
• Maintain the quality and accuracy of patient records and histories.
• Work closely with clinicians and colleagues to resolve coding and workflow queries.
• Run reports to support long-term condition reviews, patient recall programmes and other preventative healthcare initiatives.
• Process information relating to screening programmes, immunisations, pathology results and other routine patient administration.
• Support with the delivery of Quality and Outcomes Framework (QOF) through accurate data management and reporting.
• Assist with data validation exercises, audits and performance monitoring.
• Work effectively as part of a team, have strong communication skills and a keen eye for detail to ensure information is handled accurately.

Clinical Coding and Data Quality:

• Process and clinically code electronic documents and incoming correspondence.
• Accurately record diagnoses, treatments, procedures and other clinically significant information within patient records.
• Ensure correspondence is correctly coded, assigned and routed in line with practice procedures.
• Escalate urgent or clinically significant information appropriately.
• Maintain patient records as required, ensuring key medical history is accurately recorded.
• Support the maintenance of data quality standards across clinical systems.
• Identify and elevate discrepancies or inaccuracies within patient records where appropriate.
• Liaise with clinicians and colleagues regarding workflow queries and coding requirements.
• Support audits and validation exercises to improve the completeness and accuracy of clinical data.

Patient Administration and Recall Activity:

• Run reports and support invitation programmes for long-term condition reviews and annual recalls.
• Input and process child immunisation information.
• Input and process cervical cytology and breast screening information.
• File and process normal pathology results in accordance with agreed procedures.
• Process PPA monthly returns and other reporting requirements.
• Provide administrative support relating to Enhanced Services and practice performance initiatives.

General Administration:

• Follow and adhere to organisational policies and procedures.
• Communicate effectively using appropriate methods, including email, meetings and digital systems.
• Maintain confidentiality and comply with Information Governance and GDPR requirements.
• Build positive working relationships with colleagues across the practice, communicating clearly and consistently while maintaining a high level of accuracy and attention to detail in all aspects of the role.

Experience:

• Essential: Confident using Microsoft Office and different systems and databases. Experience of maintaining records and accurate data entry.
• Desirable: Experience in NHS or General Practice settings. Experience of clinical coding. Experience of using workflow or document management systems.

Qualifications:

• Essential: NVQ Level 2 in relevant subject area (or equivalent qualifications) GCSE in English & Maths (or equivalent qualifications).
• Desirable: Medical Terminology Qualification Clinical Coding Qualification.

Skills / Abilities:

• Essential: An understanding of confidentiality needs and data protection laws. Attention to detail and organisation skills. Experience managing workload and conflicting priorities.
• Desirable: Willingness to undertake additional coding, workflow and clinical systems training. Interest in continuous improvement and data quality initiatives.

Primary Care Sheffield (PCS) is a not-for-profit company set up by GPs in Sheffield to help deliver world-class primary care in the City. We are a GP led organisation and exist to create services which make the health and care system work better for everyone. To do that we are focussed on bringing more services closer to the places people live, improving the quality of care, and breaking down the barriers between different types of services. We look after our team and we care deeply about what we do. As a member of our team, you will be respected and valued as an individual and given opportunities to train and develop your skills and knowledge. As an employee of Primary Care Sheffield, you will be committed to PCSs organisational values: Openness: ensuring transparency sharing knowledge and welcoming feedback Person Centred: Being empathic and understanding of the individual Innovative: Embracing change and inquisitive of new solutions Ambitious: Working towards the best for Sheffield and its people Empowering: Actively engaging staff, our population and partner organisations in improving the health and wellbeing of Sheffield people.