Primary Care Workflow (Docman) Administrator in Slough

Two Workflow (Docman) Administrators join the 22-strong Clinical Administration team at Farnham Road Medical Group, a large NHS GP training practice. The work centres on processing incoming clinical correspondence, scanning, indexing and coding it in EMISWeb, and routing urgent items to clinicians. Post-holders are expected to travel between the practice's four sites, so the role suits someone comfortable moving across locations. Read or SNOMED CT coding experience and a Level 5 qualification are both essential.

What the job involves

• Ensure all clinical correspondence is scanned, coded, workflowed and actioned promptly, in line with practice protocols, to keep patients safe
• Process incoming clinical correspondence (letters, discharge summaries, referral responses, results, safeguarding alerts) through Docman promptly and accurately
• Scan, upload and index documents into EMISWeb, matching each to the correct patient and document type
• Code clinical information using Read and SNOMED CT codes, following practice and national standards
• Route documents to the right clinician or team, escalating urgent or safeguarding items immediately under practice protocol
• Track outstanding workflow tasks and chase overdue items to avoid patient safety risks
• Keep audit trails of document handling that meet information governance and CQC requirements
• Contact hospitals, community services and other providers to resolve queries or missing information on correspondence
• Support compliance with UK GDPR and the Data Protection Act 2018 when handling confidential patient information
• Report workflow backlogs, system faults and process inefficiencies to the manager
• Train and support new staff in Docman workflow processes as required
• Carry out other administrative duties as reasonably required by the practice team

Qualifications

• Level 5 qualification (such as a foundation degree, HND or HE diploma) or equivalent professional experience
• NVQ/QCF in Business Administration or equivalent

Experience

• Previous administrative experience, ideally in healthcare or NHS primary care
• Clinical coding experience (Read codes/SNOMED CT) and knowledge of NHS primary care structures and terminology, such as QOF and e-Referral Service
• Experience of clinical or document management systems (such as Docman, EMIS or Anima), or willingness to train
• Excellent attention to detail and accuracy when handling clinical information
• Ability to work independently and as part of a multidisciplinary team under pressure

Skills & knowledge

• Good understanding of, and commitment to, patient confidentiality and information governance
• Strong organisational skills, prioritising high volumes of tasks and meeting deadlines
• Initiative and excellent timekeeping
• Competent IT skills and advanced knowledge of Microsoft Office
• Good standard of literacy and numeracy

Nice to have

• Previous experience using Docman workflow software

What’s offered

• Benefits package, detailed in the attached documents

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