Support Team Member - Patient Data

Patient Data

• Maintenance and oversight of the practice generic email box, ensuring that all incoming emails are actioned or distributed accordingly.
• Provide effective and timely scanning service – uploading and recording patient data on to the Practice clinical system including identification and coding of new problems, diagnoses and treatments from outpatient, community and discharge letters/reports received by the practice.
• Adhere to the practice protocol for the processing of incoming discharge, outpatient clinic and other provider (WCF/OOH/111 etc) letters.

• Provide an effective coding service to ensure that clinical records are kept up to date and that full data is extracted and recorded in a timely manner to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG clinical priorities and any other ad-hoc or in-house Practice coding requirements.
• Action workload in the “for coding” task box.
• Manage workflow and allocate documents to GPs as appropriate.
• Maintain the Dispensary Delivery Service register and send accepted application forms to the Practice Pharmacy Technician for medication alignment.
• To provide admin support to all patient recall processes.

• Summarise new patient notes in an accurate and timely manner to ensure practice clinical records are kept up to date and that full data is extracted and recorded to support clinical coding, chronic disease register management, Practice QOF achievement, Enhanced Services data capture and financial claims, CCG and LCG clinical priorities and any other ad-hoc or in-house coding requirements.

• Check new GP2GP registrations to ensure that received patient data has been coded in an appropriate way.
• Process incoming bulk data submissions to ensure that patient records are updated in an accurate and timely manner.
• Process incoming national screening campaign results and information and ensure that the data is coded and recorded as appropriate on the patient’s record (for example, national bowel and breast screening campaigns).

• Provide admin support to any audit processes as requested.
• Process incoming childhood immunisation data and arrange appointments and recalls in accordance with the current programme.

• Process all patient deductions and arrangement the return of notes to the Health Authority.
• Process incoming patient death notifications, advise the team and arrange the return of notes to the Health Authority as appropriate.
• Process patient and/or third party requests for copies of medical records, ensuring that appropriate consent and authority as provided.

• Maintain and promote the Practice Carers register including updating the carers information board, identifying and adding new carers to the register, obtaining consent to add their details to the council carers register and providing details of the GP Carers Prescription service.
• Action and complete all Patient Data requests received by email, manual note or S1 task – including contacting the patient where appropriate or liaising with other healthcare agencies to chase results or referrals or to arrange or cancel further care.
• Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Business Manager, Operations Manager or Support Team Leader.