Whiteparish Surgery
Job Specification
Job title:
Data Quality Administrator
Hours per week:
37.5 hours (9-5pm Mon-Fri)
Salary:
circa £17,500 pa depending on experience
Accountable to: The Partners and Non Clinical Practice Manager
Responsible to: Clinical Practice Manager – Non Clinical Practice
Manager
Job summary
Data Quality Administrator
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As Data Quality (DQ) Administrator, to be responsible for all aspects of DQ
Accurately receive all new patient medical records and summarise accurately
onto the medical record software within the required time frame
To work within the team for the Continuing development of Quality analysis
through Clinical system (TPP) searches and reports as required
To ensure that data for new patient clinical information summarisation is entered
onto the clinical system within the agreed time scales
All clinical letters have been scanned, coded and allocated on the day of receipt
To manage the recall system for long term conditions generating invite letters
and organising the relevant clinics and code appropriately
Manage all monthly recalls and collaborating where relevant with individual GP’s
To undertake ad hoc reviews as instructed by the Clinical Manager of DOH
initiatives such as the MMR campaign, retinopathy, mammography and shingles
vaccine
Invite in a structured manner patient to the NHS health checks and follow-up with
telephone invitation or email when not responding to invitations
Undertake the electronic cytology management for prior notification and nonattending patients, generating invitation letters where appropriate
Be involved in the development of the flu campaign and the invitation and
appointment of patients to the clinics
Ensure the continuation of literature supplies where applicable
Undertake data cleansing in collaboration with the Clinical Manager, using the
clinical reporting system to identify patients and ensure the medical information
is accurate and complete
As identified by the Clinical Manager undertake searches and produce reports or
audits of ad hoc clinical information presented in a structured format
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Continue with the development and design of the website and NHS Choices for
Whiteparish Surgery in collaboration with the Clinical and Non clinical Practice
Managers ensuring all information is up-to-date
Ensure all emails form patients are responded to within 24 hours and saved on
their medical record
Ensure the ongoing promotion and development of electron communications
Produce and complete all Care Plans and ensure clear communication when
reviews are required
Work collaboratively with the Clinical Manager with all campaigns directed by
NHS England or the Clinical Commissioning Group
Core Principles
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To ensure confidentiality of information (written/oral or electronic) is preserved at all
times whether at or away from work
To follow practice procedures to ensure that Caldicott Guardian and Security
requirements are met at all times
To follow procedures to ensure compliance with the Data Protection Act 1998
To follow all practice protocols concerned with the maintenance of ethical practice
To support and participate in initiatives to ensure a safe and healthy environment for
all practice users. This includes following procedures to ensure the control of
potential hazards to health and safety
To respect, support, contribute to and take personal responsibility for implementing
commitment to Diversity and Equality of Opportunity
To contribute to a culture of continuous improvement
To perform duties to standards required by the practice in accordance with quality
assurance
To demonstrate commitment to Continuing Professional Development
To demonstrate computer literacy and accuracy
Essential Activities for Data Quality Officer
1. Information processing and handling
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Reviewing medical records and producing an accurate summary of the patient’s
medical history
 Read Coding the information into the Practice clinical system
 Auditing data collection standards in the Practice
 Monitoring progress of notes summarising against Practice targets
 Extracting necessary data from clinical correspondence and input into Electronic
Patient Record
 Work within the Management team to upload information onto the internet
 Troubleshooting clinical database
 Reporting faults to software supplier and track progress
 Pro-actively initiating data quality improvement projects
 Setting up and running clinical searches and using MS Excel to analyse data
 Ensuring accurate report output
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Interrogating data for audit purposes
Ensuring security of data at all times
2. Mail handling – as requested
This involves:
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Use practice systems to receive and transmit information electronically under
specifically designated addresses, including:
o Fax machine
o Email
o Mail manager
3. Receiving and making telephone calls or email correspondence – when
required as per the Practice Policy
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Dealing with all telephone calls or emails professionally (with care, civility, efficiency
and accurately)
Ensure emails are logged to the patient records
Ensuring confidentiality is maintained whilst receiving and making telephone calls
Receiving and making telephone calls as required
Transferring calls to the appropriate member of the Primary Health Care Team
Essential Activities in the Practice
4. Recognising emergency situations, problems and difficulties
This involves taking prompt and appropriate action and includes:
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Responding to a patient in an emergency as per practice protocol
Responding appropriately if a patient is aggressive, rude or difficult as per the Zero
Tolerance Policy
Responding appropriately if a patient wishes to complain as per the Complaints
procedure
5. Upholding Quality
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This involves:
Alerting other team members to issues of quality and risk
Assessing own performance and taking accountability for own actions, either
directly or under supervision
Contributing to the effectiveness of the team by reflecting on own and team
activities and working with colleagues to improve and enhance the team’s
performance
Effectively manage own time, workload and resources.
6. Communicating
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To recognise the importance of effective communication within the team and strive
to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise people’s needs for alternative methods of communication and respond
accordingly.
7. Personal/Professional Development
This involves:
 Taking responsibility for own developmental learning and performance within
agreed protocols and budgets
 Taking responsibility for maintaining a record of own personal development
 Working with management on any new training requirements
 Demonstrating skills and activities to others who are undertaking similar work
8. Contributing to the implementation of Services:
This involves:
 Applying practice policies, standards and guidance
 Discussing with other members of the team how the policies, standards and
guidelines will affect your own work
9. Other
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To carry out other duties that are required within the role as it evolves within the
development of the organisation
To carry out other reasonable duties as requested by the Partners or Management.
Key skills
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Sound knowledge and experience of Windows and MS Office
Sound working knowledge of the current Clinical System
Sound working knowledge of the READ code system
IT literate (CLAIT or equivalent qualification)
Good verbal and written communication skills
Enthusiastic and self-motivated
Up to date with technology changes
Ability to maintain concentration for long periods of time
Ability to absorb the wealth of information needed to satisfy daily enquiries
Able to work under pressure and under one’s own initiative
Time management and prioritising work load
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Problem solving skills
Qualifications and experience
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Good general education
Excellent oral/written/keyboard and communication skills
One year’s experience working with the general public
Awareness of data security requirements
Personal Qualities
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Ability to work unsupervised and as part of a team
Professional approach to conduct and smart, tidy appearance
Self-motivated
A willingness to learn
Friendly, patient and polite nature
Flexible approach
Additional information
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Post subject to continuous evaluation and development
Appraisal interval: annual main review, quarterly interim meeting
NHS Pension Scheme Eligibility
Required Training
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Yearly CPR and fire training updates
Training on TPP to fully use the following modules:
o Reporting
o Consultation Manager
o Appointments
o Mail Manager
o Templates
Advanced Read Coding
Intermediate medical terminology
Commitment to patient confidentiality and understanding the implications of noncompliance
Participate in practice in-house training where appropriate
Any other training in line with external contract standards for data quality
This Job Description is neither exhaustive nor exclusive and will be reviewed
periodically in conjunction with the post holder. The post holder is required to carry out
any duties that may reasonably be requested by the Partners or management team.
Please sign and date this document to confirm its accuracy at the present time.
Job holder: ............................................................................ Date: ..............................
Line Manager: ...................................................................... Date: .............................