Coding Support Officer

The Clinical Data Capture Department at Royal Cornwall Hospital Trust is looking to recruit a Coding Support Officer.

You must be able to demonstrate good communication skills and have proven experience and skills in using Microsoft Excel and Word.

To provide support and assistance to the team of Clinical Coders so that the clinical coding of all admitted patient episodes are coded in a timely manner.

To ensure that patient’s health records and various clinical documents are requested and available for the Clinical Coders to carry out the data input.

When needed, visit wards and departments to pick up and return discharged patient’s case notes. Liaise with ward clerks, receptionists and secretaries; checking against the previous days uncoded reports as per instructions from the Clinical Coders, checking that all the notes are tracered to the correct Clinical Coding office.

Run various reports on a daily basis and prepare Excel document for both case note retrieval and requests along with enabling the team to start their daily work.

Sustainability is integral to the Trust achieving the NHS Net Zero target. All staff are therefore actively encouraged and supported to implement new ways of working within their field of expertise.

To provide support and assistance to the team of Clinical Coders so that the clinical coding of all admitted patient episodes are coded in a timely manner.

To ensure that patient’s health records and various clinical documents are requested and available for the Clinical Coders to carry out the data input.

When needed, visit wards and departments to pick up and return discharged patient’s case notes. Liaise with ward clerks, receptionists and secretaries; checking against the previous days uncoded reports as per instructions from the Clinical Coders, checking that all the notes are tracered to the correct Clinical Coding office.

Run various reports on a daily basis and prepare Excel document for both case note retrieval and requests along with enabling the team to start their daily work.

To print documents from the clinical systems to enable Clinical Coders to code relevant episodes.

To obtain case notes or other information as required for accurate coding, which will involve liaising with other staff at all, levels, e.g. clinicians, ward staff, medical secretaries and health records staff.

To deal with general telephone enquiries, particularly during clinical coding deadline weeks.

To assist with sorting postal deliveries involving manual handling of case notes, orange medical record bags and envelopes containing letters, paperwork and single case notes.

To cover for the other Clinical Coding Support Officers during times of annual leave and sickness.

To regularly report to the Clinical Coding Service Manager, Team Leaders and Senior Coding Support Officer on work carried out and to meet performance standards set by the Clinical Coding Service Manager.

To access the Patient Administration System for all enquiries, updating of patient information and printing of relevant lists.

To ensure all case note movements are logged on the appropriate electronic tracer system.

To respond promptly to requests for case notes held by the Clinical Data Capture department.

To sort loose clinical results and ensure that they are filed in the correct case notes.

To ensure patient confidentiality is maintained at all times.

To be responsible for the security of the department at all times.

To assist in the development of and adhere to departmental policies and procedures.

To adhere to Manual Handling/Health & Safety policies.

Ensure mandatory training is kept current, and to participate in setting your own personal development plan at your annual appraisal.

To monitor stationery levels and inform Team Leaders when orders need placing.

To communicate with other departments and hospitals throughout the county regarding the provision of case notes.

To communicate with the Clinical Coding Service Manager regarding working practices and other work-related issues as well as annual leave.

To communicate with all other staff within the Clinical Coding department.

To ensure all case notes and documentation are available for the Clinical Coders in order to meet designated deadlines.

To communicate effectively with all levels of staff ensuring they are aware of the importance of releasing the required case notes/documentation in a timely manner.

To work in a methodical and efficient manner constantly.