Job summary
The Swan Practice is a progressive, forward-thinking
practice seeking to recruit an enthusiastic and motivated Workflow
Administrator. This is an exciting opportunity to work within our friendly and
dynamic team to assist in delivering high quality patient services.
As part of the workflow administration team in the
practice, your role of workflow administrator will be to process clinical
correspondence safely, ensuring that it is accurately coded. You will ensure
you pass appropriate issues to GPs and other members of the practice clinical
team in line with agreed clinical protocols.
You will have experience in an administrative role
preferably in General Practice or in a healthcare environment. Knowledge of
medical terminology is desirable. Speed of work is also essential as
correspondence needs to be processed promptly. You will have protocols to guide
you and will receive full training and support from the team leader, senior
workflow administrator and your colleagues.
Although this is not a patient-facing role, there will
be occasions where you would be required to deal with a patient query and speak
to them directly.
Main duties of the job
- Workflow
practice correspondence (both paper and electronic), and attach to patient
record.
- Record
diagnoses, procedures and investigations, identify urgency and carry out
actions or forward to appropriate teams.
- Identify
complex or higher risk areas that require input or knowledge from the clinical
team.
- Work to
agreed practice protocols.
- Answer
tasks and queries from other members of staff.
- Respond
to Online Access requests and queries
- Complete
other admin tasks as required
About us
The Swan Practice is a large, well-established practice, serving Buckingham and the surrounding villages. With three clinical sites and an administration hub, we are dedicated to delivering high-quality care to over 30,000 patients, and our patient bases continues to grow. As a forward-thinking practice, we are committed to creating opportunities for staff to progress and develop their careers, fostering a supportive and dynamic working environment, creating opportunities for staff to progress and develop their careers, fostering a supportive and dynamic working environment.
Job description
Job responsibilities
Job purpose
The practice is a paper-light
environment, and the main responsibilities of the post-holder will be to
process the incoming patient clinical correspondence both by paper and
electronic transfer; working in accordance with the practices protocols.
As part of the workflow
administration team in the practice, your role of workflow administrator will
be to process clinical correspondence safely, ensuring that it is accurately
coded. You will ensure you pass appropriate issues to GPs and other members of
the practice clinical team in line with agreed clinical protocols.
To include:
- Workflow
of practice correspondence (both paper and electronic) and attaching to patient
records.
- Recording
diagnoses, procedures and investigations.
- Identifying
urgency and carrying out actions or forwarding to appropriate teams.
- Identifying
complex or higher risk areas that require input or knowledge from the clinical
team.
- Working
to agreed practice protocols.
- Answering
queries from other members of staff.
- Respond
to online access requests and queries
- Complete
other admin tasks as required
Principle responsibilities
- Sorting and date stamping all incoming patient
related mail (if required)
- Reading and identifying documents that can be:
- Actioned by a workflow administrator following
the correspondence management protocol.
- Or workflowed to the appropriate team or
clinician.Coding patient records accurately following
practice protocol.
- Ensuring incoming letters are viewable on the
patient record within a 48/72 hour timescale.
- Adding the documents in accordance with the
protocol to the patients notes with the usual clinical attributes and
actioning as above.
- Responding to online access queries to include
setting up accounts, updating access, and troubleshooting on patients behalf
Other duties and responsibilities
- Take action as requested by other team members
and members of staff.
- Take action as requested by Workflow Team Leads.
- Follow practice protocols to ensure consistent
and high quality care is provided to our patients.
- Carry out administrative tasks relating to
patient records, including filing and document management.
- Although this is not a patient-facing role, there
will be occasions where the post holder is required to deal with a patient
query and speak to them directly.
General responsibilities for all staff
- Adhere to practice policies and procedures and relevant legislation
including the requirements of any professional bodies.
- Attend mandatory training as identified by the practice
- Highlight potential development areas.
Job description
Job responsibilities
Job purpose
The practice is a paper-light
environment, and the main responsibilities of the post-holder will be to
process the incoming patient clinical correspondence both by paper and
electronic transfer; working in accordance with the practices protocols.
As part of the workflow
administration team in the practice, your role of workflow administrator will
be to process clinical correspondence safely, ensuring that it is accurately
coded. You will ensure you pass appropriate issues to GPs and other members of
the practice clinical team in line with agreed clinical protocols.
To include:
- Workflow
of practice correspondence (both paper and electronic) and attaching to patient
records.
- Recording
diagnoses, procedures and investigations.
- Identifying
urgency and carrying out actions or forwarding to appropriate teams.
- Identifying
complex or higher risk areas that require input or knowledge from the clinical
team.
- Working
to agreed practice protocols.
- Answering
queries from other members of staff.
- Respond
to online access requests and queries
- Complete
other admin tasks as required
Principle responsibilities
- Sorting and date stamping all incoming patient
related mail (if required)
- Reading and identifying documents that can be:
- Actioned by a workflow administrator following
the correspondence management protocol.
- Or workflowed to the appropriate team or
clinician.Coding patient records accurately following
practice protocol.
- Ensuring incoming letters are viewable on the
patient record within a 48/72 hour timescale.
- Adding the documents in accordance with the
protocol to the patients notes with the usual clinical attributes and
actioning as above.
- Responding to online access queries to include
setting up accounts, updating access, and troubleshooting on patients behalf
Other duties and responsibilities
- Take action as requested by other team members
and members of staff.
- Take action as requested by Workflow Team Leads.
- Follow practice protocols to ensure consistent
and high quality care is provided to our patients.
- Carry out administrative tasks relating to
patient records, including filing and document management.
- Although this is not a patient-facing role, there
will be occasions where the post holder is required to deal with a patient
query and speak to them directly.
General responsibilities for all staff
- Adhere to practice policies and procedures and relevant legislation
including the requirements of any professional bodies.
- Attend mandatory training as identified by the practice
- Highlight potential development areas.
Person Specification
Experience
Essential
- Working independently and as part of a team
Desirable
- Experience of using EmisWeb
- Proficient in using coding systems
- Experience in a Workflow Administrator role, or similar
- Familiarity with primary care guidelines and regulations
Qualifications
Essential
- 5 passes or more at GCSE level (including English and Maths)
- Microsoft Office Qualification or equivalent experience
Desirable
- Certificate in Medical Terminology
Other Requirements
Essential
- Flexibility to work outside of core office hours
Skills and Knowledge
Essential
- Excellent attention to detail and accuracy
- Ability to prioritise workload
- Self-organised
- Excellent understanding of confidentiality
- Knowledge and experience of using IT systems
Personal Qualities
Essential
- Polite and confident
- Flexible and co-operative
- Excellent written and verbal communication skills
- Work proactively and unsupervised
Person Specification
Experience
Essential
- Working independently and as part of a team
Desirable
- Experience of using EmisWeb
- Proficient in using coding systems
- Experience in a Workflow Administrator role, or similar
- Familiarity with primary care guidelines and regulations
Qualifications
Essential
- 5 passes or more at GCSE level (including English and Maths)
- Microsoft Office Qualification or equivalent experience
Desirable
- Certificate in Medical Terminology
Other Requirements
Essential
- Flexibility to work outside of core office hours
Skills and Knowledge
Essential
- Excellent attention to detail and accuracy
- Ability to prioritise workload
- Self-organised
- Excellent understanding of confidentiality
- Knowledge and experience of using IT systems
Personal Qualities
Essential
- Polite and confident
- Flexible and co-operative
- Excellent written and verbal communication skills
- Work proactively and unsupervised
