Job Description

Correspondence Coordinator

POST:

Correspondence Coordinator

REPORTING:

Practice Manager

JOB SUMMARY

The post holder will be responsible for undertaking a wide range of clinical data administrative duties to support the multi-disciplinary teams. Duties can include but are not limited to, administration generated from the total triage system, booking appointments and recording information into patients' clinical records, extracting data from clinical correspondence and adding to patient clinical record. Being reactive to patient's responses and liaising with clinical teams. The post holder must work as part of a team, have the ability to organise and prioritise their own workload on a day to day basis, and observe strict rules about confidentiality at all times. Working strictly in accordance with specific practice or national guidelines, they must also know the limits of their own capabilities and seek direction from a doctor, supervisor or manager when required.

KEY RESPONSIBILITIES

Review all incoming correspondence and enter onto patient's electronic medical record in accordance with the triage protocol. Coordinating patient care from documents with other health care professionals Analysing patient records and recording all the relevant information Coordinating with patient responses Coding clinical information with 100% accuracy Examining records and documentation for missing information Dealing with both straightforward and complex enquires from a range of sources including the clinical teams, patients, relatives & carers as well as other healthcare professionals. Front of house - ensuring patents queries are answered or directed appropriately Coordinating new patients' registrations Provide cover, where necessary, to other reception administration tasks required Collaborating with healthcare professionals to ensure information accuracy Ensure clinical codes are current Be responsible for the distribution of the internal and external post Provide any support to the clinical team as required on patient management Provide assistance to the Practice Manages and wider practice team in achievement of Enhanced Services and QOF targets Summarise and read code clinical records to ensure up to date patient records for clinical team, working strictly in accordance with the practices notes summarising protocol Ensure clinical computer system is kept up to date with accurate details Any other duties requested by the Practice Manager

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 & 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, 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 holder's role Undertaking periodic infection control training Reporting potential risks identified 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 recognizes the importance of people's 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/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

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 team's performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources

Communication:

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

Communicate effectively with other team members Communicate effectively with patients and carers Recognize people's 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 audit where appropriate

Working Hours:

27.5 hours over 5 days. Shifts are between the hours of 8am and 6.30pm.

Location:

This role is based at Beech House Surgery, however you will be required to work at other sites when necessary.

Closing Date for Applications:

Friday 7th November

Job Type: Part-time

Pay: 12.21 per hour

Expected hours: 27.5 per week

Benefits:

Free parking
Work Location: In person