Data Scanning Administrator

Beccles Medical Centre; Beccles; On-site; GBP 24,000 - 30,000; Full time

Job summary

A local healthcare provider in Beccles is seeking a Data Scanning Administrator to manage clinical administrative data and support the Quality Improvement Department in achieving KPIs. The role includes scanning documents, liaising with external agencies, and maintaining meticulous records to uphold regulatory compliance. Strong experience in data analysis and customer care is essential. This position offers an opportunity to contribute to high-quality healthcare services.

Qualifications

• Essential experience in customer care to support internal and external interactions.
• Skills in data analysis for managing clinical administrative data.
• Experience in primary care to understand healthcare administration.

Responsibilities

• Support the Quality Improvement Department in health projects and preparation for CQC.
• Manage and process clinical administrative data for project support.
• Integrate with external agencies for shared information in compliance with confidentiality.

Skills

Customer Care

Data Analysis

In-depth SystmOne

Familiarity with aspects of the GMS contract

GCP trained

Job description

The Quality Improvement Department manages all data and QoF at BecclesMedical Centre, and within it has two internal teams: Scanning and DataQuality.

The Data Scanning Administrator roleis the management of clinical administrative data and also works to support thepractice in achieving Key Performance Indicators', including working within theQuality and Outcomes Framework (QoF), the Impact and Investment Fund (IIF) andcollating clinical data that supports evidence of practice activity.

Main duties of the job

The post holder wouldbe expected to support the QI Department in relevant health projects, including research, andwith on-going preparation for CQC. (Care Quality Commission).

About us

Beccles Medical Centre is an established GP surgery, in the Suffolk market-town of Beccles. The Practice has a list size of approximately 20,000 patients. We have 4 Partners, and just over 100 additional staff. We are a GP Training practice and also host other students studying at the nearby University of East Anglia. We work very closely with our PCN. Our mission is to provide high quality healthcare with respect and compassion, ensuring that the patients are at the heart of everything we do

Job responsibilities

The post holder is responsible forcontributing to the responsibilities of the QI department under the directionof the Team Leader - Data Scanning.This department is a back office influence and is integral to the smoothrunning of the patient's administrative journey. The department ensuresthat data is up to date and relevant;supporting projects that can affect financial and business decisions.

Data Scanning Administrator providesadmin support to the coding team and ensure all admin duties are undertakeneffectively.Scan relevant clinical information onto patient medicalrecords ensuring all patient identifiable information is checked beforedocument is scanned.. Once scanned on, to read all the information, and codeall procedures, operations, new diagnoses, and all relevant medicalinformation. These then either get completed on the medical records, sent to aclinician, or to the relevant department, depending on what needs processing asper scanning pathway..

Respond to telephone enquiries from internal andexternal partners promptly and professionally.

Coordinate administrative tasks for theSafeguarding Team, including scheduling meetings, managing correspondence, andorganizing documentation.

Input data accurately for audit and Care QualityCommission (CQC) purposes, maintaining meticulous medical records to upholdregulatory compliance.

Add pertinent information to patient medicalrecords to support staff in maintaining patient safety protocols.

Support the preparation of Child ProtectionReports, ensuring accuracy and timeliness in forwarding relevant information toappropriate parties.

Liaise effectively with external agencies tofacilitate the sharing of information in accordance with confidentiality anddata protection guidelines.

Arrange collaborative meetings with internal andexternal partners, coordinating schedules and logistics as needed.

Monitor and distribute tasks from the softconcerns pool and safeguarding pools, ensuring timely resolution andappropriate allocation of resources.

Process and record scanned documents and emailsfrom internal and external departments, maintaining organized electronic filingsystems.

Summarize medical records of new patients under18 years old, enabling quick identification and assessment of any safeguarding concerns.

Scanning Duties

Assist the scanning team with read coding asnecessary, supporting document processing and note summarizing tasks to enhanceworkflow efficiency.

Scan relevant clinical information onto patientelectronic records and send to correct group as per scanning pathway ensuringall patient identifiable information is checked, and all relevant informationhas been meticulously read coded and all relevant QOF indicators have beeninput before document is completed or forward to relevant department.

Ensure filing is kept up to date and filed inalphabetical order.

Upload any documents or text to the patientsrecord (where possible) and forward any queries to the relevant department i.e.GP, insurance, prescribing team, pharmacy via a task.

To check the NHS system and emails throughoutthe day and action appropriately directing to the correct recipient.

Follow protocols for NHS for safeguarding, Coronersletters, suspicious character alerts and continuance of specialised list.

Work as part of the coding team to deliver on tasks.

To provide data, as requested, for practicedevelopment plans and report.

To be aware of practice policies on riskmanagement / incident reporting and health and safety and operate appropriateprocedures for minimising risk.To be aware of issues related to owndevelopment and be committed to participate in training and education

Retrieve and re-file records as required,ensuring that strict alphabetical order is adhered to

Ensure correspondence, reports, results etc, areentered / scanned onto the computer database as per protocol and are filed inthe correct record

To register all new patients correctly andwithin a timescale

To summarise all Lloyd George notes whenreceived, ensuring all relevant medical information is recorded on the correctpatients records

To sensitively deal with any patients that havepassed away, and ensure that all procedures are dealt with appropriately andwith empathy.

Ensure total familiarity with the databasesystem including the ability to scan documents correctly

Comply with all systems for data security andprotection

Participate in the receipt of documents,assigning work to the correct work streams, analysing for discrepancies orissues that may then require direct contact with the customer/supplier,ensuring deadlines are met for payment schedules or other processes.

Prepare documents to an adequate standard forscanning, making all relevant checks and taking appropriate corrective actionwhere discrepancies are found.

Prepare documents to the necessary standards andcomplete all necessary documentation for return to customer/stakeholders.Ensure appropriate methods are used, with all policies and proceduresassociated adhered to

Working on relevant computer systemapplications, accurately inputting, updating, and amending information,including where appropriate customer details, according to set procedures toensure that the enquiries are handled appropriately and actioned fully.

Ability to show genuine empathy, patience andresilience when communicating with our customers to deliver exceptionalcustomer service and come to an agreed resolution.

Working to agreed performance and accuracytargets and standards, complying with all regulatory requirements such as DataProtection,

Manages own workload and operates all servicesin line with Service Level Agreements, internal agreements and policies,technical instructions, and procedures and within agreed time scales.

Where required, may be requested to train, coachand mentor new or established staff to the duties of the role.

Where required, process quality standardsampling checks and provide feedback to managers and colleagues.

Demonstrate an appreciation of Quality bycomplying with all Quality Systems, identifying, and recommending opportunitiesto improve working practices.

Responsible for the security of documents,information and equipment under their control and undertakes all duties in linewith GDPR regulations.

Person Specification

Experience

• Customer Care
• Data Analysis
• Primary care

SKILLS & KNOWLEDGE

• In-depth SystmOne
• Familiarity with aspects of the GMS contract
• GCP trained

Qualifications

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.