Data Entry & Records Team Administrator

NHS; Harlow; On-site; GBP 22,000 - 28,000; Full time

Job summary

A healthcare provider located in Harlow is seeking a detail-oriented Data Entry & Records Administrator for a temporary position. The successful candidate will manage patient records and support clinical operations, requiring experience with SystmOne and a strong understanding of medical terminology. This role is essential for maintaining the smooth operation of the practice, offering 30 hours per week on a fixed-term contract.

Qualifications

• Experience of patient and customer facing roles.
• Knowledge of Data Protection, Cyber Security and Confidentiality issues.
• Ability to monitor and process accurate patient data.

Responsibilities

• Organising and distributing internal and external mail.
• Scanning and data entry of clinical documents.
• Managing confidential patient records with professionalism.

Skills

Interpersonal skills

Organisational skills

Administrative skills

Attention to detail

Education

Minimum GCSE Grade C in English and Maths

Tools

SystmOne

IT systems

Job description

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

• Responsiblefor organising, collecting and distributing all internal and external, incomingand outgoing mail.
• Checkincoming emails regularly and ensure any labelled URGENT are printed andbrought to the attention of the appropriate clinician.
• Distributeall mail (brochures, circulars etc. and repeat prescriptions to Clinical staff.
• Scan,index and workflow both paper and electronic incoming mail, ensuring coding isadded, using formulary (Systmone) and following appropriate protocols,currently EZ DOC.
• Scanningand data entry of other paper documents, using formulary
• Enterclinical data for blood results received in paper format or by email.
• Sendout maternity check letters to new mothers on receipt of Maternity dischargeletters, contacting patient to verify contact details as required.
• Beresponsible for the secure management of paper-flows through the scanning roomand safe disposal when complete.
• Tocarry out summarizing of incoming notes for new and returning patients in atimely 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

JOBTITLE:Data Entry& Records Team Administrator

MAINPURPOSE OF POST: To provide administrative support tothe Practice and Partners, inparticular clinical coding and paper management and summarizing of clinicalnotes

RESPONSIBLETO: PracticeManagement Team

HOURS: 30 hours per week

TYPE OFCONTRACT: Temporary 1-year fixed term (MaternityCover)

MainDuties:

Responsiblefor organising, collecting and distributing all internal and external, incomingand outgoing mail.

Openand date stamp all relevant incoming mail.

Checkincoming emails regularly and ensure any labelled URGENT are printed andbrought to the attention of the appropriate clinician.

Collectbaskets from reception and distribute contents as appropriate.

Distributeall mail (brochures, circulars etc. and repeat prescriptions to Clinical staff.

Collectad-hoc paperwork from reception and distribute.

Scan,index and workflow both paper and electronic incoming mail, ensuring coding isadded, using formulary (Systmone) and following appropriate protocols,currently EZ DOC.

Scanningand data entry of other paper documents, using formulary.

Enterclinical data for blood results received in paper format or by email.

Sendout maternity check letters to new mothers on receipt of Maternity dischargeletters, contacting patient to verify contact details as required.

Beresponsible for the secure management of paper-flows through the scanning roomand safe disposal when complete.

Beresponsible for franking post. Documenting recorded delivery items as requiredas cover.

Ensureall post is taken to Post Office each day.

Tocarry out summarizing of incoming notes for new and returning patients in atimely manner, working to the scanning protocol as agreed.

AppointmentSystems:

Ensuretotal familiarity with all systems in effect including regular and incidentalvariations.

Monitoreffectiveness of the system and report any problems or variations required.

Managementof Medical Records:

Ensurecorrespondence, reports, results, etc. are filed in correct order.

AnyOther Delegated Duties Considered Appropriate to the Post deemed reasonable byany Partner or Practice Management Team

Health& Safety:

Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice Health & SafetyPolicy, the practice Health & Safety Manual, and the practice InfectionControl policy and published procedures. This will include:

Usingpersonal security systems within the workplace according to Practice guidelines

Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks

Makingeffective use of training to update knowledge and skills

Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazards

Activelyreporting to health and safety hazards and infection hazards immediately whenrecognised

Keepingown work areas and general / patient area generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope ofthe job holders role

Undertakingperiodic infection control training (minimum annually)

Confidentiality:

Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and other matters.They do so in confidence and have the right to expect that staff will respecttheir privacy and act appropriately

Inthe performance of the duties outlined in this job Description, the post-holdermay have access to confidential information relating to patients and theircarers, Practice staff and other healthcare workers. They may also have accessto information relating to the Practice as a business organisation. All suchinformation from any source is to be regarded as strictly confidential.

Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorized persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data

Equalityand Diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with Practice procedures and policies, and currentlegislation

Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues

Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights

Personal/ Professional Development:

Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:

Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and / or professional development

Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work

Quality:

The post-holderwill strive to maintain quality within the Practice, and will:

Alertother team members to issues of quality and risk

Assessown performance and take accountability for own actions, either directly orunder supervision

Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance

Workeffectively with individuals in other agencies to meet patients needs

Effectivelymanage own time, workload and resources

Communication:

The post-holdershould recognise the importance of effective communication within the team andwill strive to:

Communicateeffectively with other team members

Communicateeffectively with patients and carers

Recognisepeoples needs for alternative methods of communication and respond accordingly

Contributionto the Implementation of Services:

Thepost-holder will:

ApplyPractice policies, standards and guidance

Discusswith other members of the team how the policies, standards and guidelines willaffect own work

Participatein audit 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.