Job Description

Data Administrator

The Role

We have an exciting opportunity for an experienced Administrator to join our data team at Banbury Cross Health Centre. You must have experience of Microsoft Office (and be competent in using Word, Outlook, and basic Excel as a minimum) and be able and willing to learn new IT systems. You must be able to demonstrate excellent attention to detail and an awareness of data protection and GDPR. You must also be flexible and happy to work in a team or under you own initiative but recognise when to refer more complex issues to colleagues or line manager for support.


Working under the direct supervision of the Data manager and strictly in accordance with specific practice guidelines and protocols, the successful post holder will be responsible for undertaking a wide range of administrative duties, which includes registering patients on to the practices clinical computer system, ensuring information is managed, recorded, filed and followed up accordingly

Job Responsibilities

Working under the direct supervision of Data manager and strictly in accordance with specific practice guidelines and protocols, the administrator will assist the data team in the provision and delivery of prescribed programmes of patient care. To be responsible for undertaking a wide range of administrative duties which include; registering patients, ensuring all information is managed correctly, filed and followed up accordingly, scanning and coding patient information, deduction of patients through either embarkation or death, administering patient files accordingly.


Duties and Responsibilities will include:


1. Scanning:

Scanning of letters and relevant information into patient notes. To assist in the smooth operation of the practice by capturing and maintaining medical records for use in consultations and reports with adherence to the rules and regulations of scanning by using the Practices clinical computer system. To efficiently scan data in to the Practices clinical computer system and workflow to relevant staff To uplift electronically received letter/data and enter in the Practices clinical computer system. To effectively communicate with data team, doctors, nursing staff and others. To be able to manage own workload to ensure work is accurate and complete to meet targets and communicate any problems with line manager.

2. Registrations:

Entering new patient information on to Practices clinical computer system accurately in accordance to Patients written registration form. Identifying patients through PCSE spine information ensuring correct match. Entering personal information on care history, e.g.; height, weight, BP, BMI, ethnic origin, smoking status, next of kin Registering new babies and their details Changing patient details on computer clinical system Deducting patients when requested. Administering patient information upon death and following Notification of death protocol. Correcting amendments that come via the PCSE Ensuring all patient information is correctly received through GP2GP and assisting electronic file movement if notes not filed. Making up files for new patients with printed labels and file in correct process for easy movement of paper notes arriving from previous surgeries. Inputting codes when patients paper notes arrive through PCSE system. Inputting codes when patients paper note leaving surgery through deduction of patients Correctly deducting patients when requested through embarkation or death. Notifying GP and filling relevant paperwork.

3. Coding:

Entering codes for patients personal information at registration Ensuring codes for patients medical information are accurately entered onto their electronic record, including but not limited to: coding of documents/correspondence received, immunisations, results, diagnoses, procedures, investigations

4. General Duties:

Administering incoming post, stamp and distributing accordingly. Filing patient folders and retrieving paper notes from storage as required. Frequently checking Practice E-mail system and own personal one to ensure allissues are dealt with promptly and correctly. General Housekeeping. Assisting other team members and departments when required. To provide cover for absence to ensure continuity. To work mainly on own initiative, but referring more complex issues to colleagues or line manager

Skills/Knowledge/Abilities:

Educated to GCSE or equivalent Sound Knowledge of Windows Awareness of data security requirements IT Literate Good verbal and written communication skills Problem solving skills Flexible approach, team player, good sense of humour Flexible and adaptable to change Able to work under pressure and remain calm Flexibility in working hours Punctual and satisfactory work attendance record

This list is not exhaustive. Additional tasks might be added as deemed appropriate to be


carried out by the administrator. Appropriate training and supervision will be given.


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 , 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, to 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. Reporting potential risks identified.

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 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/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 teams 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 peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:


The post-holder will:

Participate in audit where appropriate Apply practice policies, standards and guidance. * Discuss with other members of the team how the policies, standards and guidelines will affect own work