Job Description

Responsible for supporting the provision of a high quality comprehensive clinical records service,assisting with the running of the Administration Department, covering a variety of duties providingspecified administrative services. DIMENSIONS The scope of the job lies within predefined policies and procedures across a range of services andactivities of the Primary Care Team. The post has no budgetary or line-management responsibility. MAIN CHALLENGES AND OPPORTUNITIES OF THE ROLE Working individually and as part of a team.



Working in a self-directed and self-managed way, taking responsibility for completion of duties. Organising, prioritising and managing own workload in a busy, fast paced and pressuredenvironment. Recognising the boundaries for autonomous decision-making and where more senior assistancemust be sought. Using own initiative to suggest solutions to problems.



Carrying out duties safely in strict accordance to timescales, protocols and policies. Being flexible and open to new challenges and responsibilities. Making time to learn and do new things. Working in a very busy, pressurised and rapidly changing environment.



Adapting the role in response to changes in the NHS Adhering to the values of the Practice. COMMUNICATIONS & WORKING RELATIONSHIPS 1. Internal Senior Management Middle Management GPs and other Primary Care Health Professionals Nursing Team Support Services and Patient Services Staff 2. External Individual patients, cares and relatives Other NHS Organisations Commercial Organisations Not-for-profit organisations KEY RESULT AREAS 1.



Administering the Practice system for responding to requests from patients or third partiesfor medical reports. Duties include: use of iGPR (Intelligent General Practice Reporting) software to process and issuereports; checking records for third party information, redacting where appropriate; issuing invoicesand ensuring records are dispatched when payment is received. 2. Administering the Practice system for responding to third party requests for copies ofrecords.

Duties include:

ensuring receipt of request is logged, consent confirmed; checking copied recordsfor third party information, redacting where appropriate; ensuring records are dispatched withinstatutory mandatory timescales and maintaining the internal database. 3. Maintaining the practices computerised Patient Register accurately in a timely manner,according to practice procedures. Duties include: accurately processing and inputting new patient registrations; deductions andamendments; processing GP2GP computerised links, amending patients usual GP.



4. Maintaining and running patient recall systems following practice procedures. Duties include: sending patient invitation letters within specified schedules, coding invitations senton the clinical system, checking invitations lists for accuracy, moving recall dates on patientrecords as required. Patient recall systems include: Cervical Cytology and Chronic DiseaseManagement.



5. Inputting to and extracting from the Practices computerised individual patient records,ensuring accuracy of input and selections and timeliness. Duties include: summarising and coding new patient summaries from paper notes; coding fromrecords to meet Quality Outcome Framework (QOF) and Enhanced Services requirements; addingand amending alerts on patient records; adding and deleting safeguarding codes and paperwork;maintaining accurate Summary Care Records (SCR). 6.



Any other duties identified as appropriate to the role Duties may include any administrative duties identified as appropriate to support efficiencies andstreamlining of processes across the organisation, for example providing patient summaries forvarious requests. CORPORATE CONFIDENTIALITY As an employee you have a responsibility to maintain the confidentiality of any confidentialinformation, which comes into your possession regarding patients, employees or any business relatingto the Practice. In accordance with the Public Interest Disclosure Act 1998 protected disclosures areexempt from this express duty of confidentiality. HEALTH AND SAFETY As an employee you have a responsibility to abide by all the safety practices and codes provided bythe Practice and have an equal responsibility with management for maintaining safe working practicesfor the health and safety of yourself and others.



QUALITY ASSURANCE As an employee of Seaton Park Medical Group you are a member of an organisation that endeavoursto provide the highest quality of service to our patients. You are an ambassador of the organisationand, as such, are required to ensure that high standards are maintained at all times. EQUAL OPPORTUNITIES As an employee you have a responsibility to ensure that all people that you have contact with duringthe course of your employment, including patients, relatives and staff are treated equally in line withthe Practices Equal Opportunities Policy. RISK MANAGEMENT You have a responsibility for the identification of all risks, which have a potential adverse affect on thePractices ability to maintain quality of care and the safety of patients, staff and visitors, and for thetaking of positive action to eliminate or reduce these.



SAFEGUARDING The Practice is committed to safeguarding and promoting the welfare of children, young people andvulnerable adults and expects all staff and volunteers to share this commitment. INFECTION CONTROL As an employee you have a responsibility to abide by all Infection Control Guidelines provided by thePractice. SUSTAINABILITY It is the responsibility of all staff to minimise the Practices environmental impact by switching off lights,computers monitors and equipment when not in use, minimising water usage, minimising the need forprinting and amount of paper and toner cartridges used.