Workflow Administrator in Kingstone

We have a fantastic friendly team and are looking for another member for our workflow team. This vacancy is for 37.5 hours per week. Helping patients and supporting the team in delivering healthcare is an extremely satisfying and rewarding opportunity.

Main duties of the job

• To help streamline the flow of clinical correspondence through the organisation, by reducing the number of letters that GPs need to process. This should ensure that GPs are able to give priority to the most appropriate correspondence. This will include emails and clinical tasks.
• The postholder will identify and code any key clinical data from correspondence, such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information e.g. BP recordings, height, weight, smoking status etc.
• Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety.
• You must be computer literate and possess good communication skills. The clinical system we use is EMIS.

About us

We are a rural practice situated in beautiful villages with picturesque views. The practice provides excellent levels of patient care. We have GPs, Nurses, Pharmacists, HCAs, GPA, Mental Health Practitioner, Musculoskeletal Practitioner. We have an excellent management team structure that includes Partners, Practice Manager, Operations Manager, Clinical Support Manager, Management Assistants and Reception Supervisors - so you will be well supported.

Job responsibilities

• Administration
  • Have a thorough knowledge of all practice procedures
  • Work in accordance with written protocols
  • Pulling/filing notes for surgeries and updating as necessary
  • Filing post in medical records
  • Photocopy as requested
  • Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
  • Take actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
• Coding
  • Identify relevant clinical information contained in patient correspondence
  • Code and if appropriate free text the clinical information on to the patient record
  • Deal with queries relating to coding
• Workflow Main Duties
  • Process practice correspondence (paper, electronic, email) attaching it to the patient record
  • Code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member e.g. contacting patients to make appointments or completing referrals
  • Identify the complex or higher risk areas that require input or knowledge from the clinical team, including safeguarding issues, working to the agreed practice protocols.
• Telephone
  • Have working knowledge of telephone/bleep system, during and after hours
  • Cover for telephonist when necessary
• Other tasks
  • Any other tasks allocated by managers
• Confidentiality
  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
  • In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
• Health & safety
  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Actively reporting health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
  • Demonstrate due regard for safeguarding and promoting the welfare of children
• Equality and diversity
  • Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner that is welcoming and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
• Training and development
  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Quality
  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources
• Communication
  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognize people's needs for alternative methods of communication and respond accordingly
• Contribution to implementation of services
  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate

Person specification requirements

• IT skills
• Current driving licence with own transport as will be required to work across all practice sites - Brewood and Wheaton Aston
• In-depth knowledge of Emis Web & Docman 10
• Medical terminology
• Previous workflow optimisation experience