Job responsibilities
JOB DESCRIPTION - WORKFLOW ADMINISTRATOR TEAM LEADER
REPORTS TO: OPERATIONS MANAGER
ACCOUNTABLE TO: BUSINESS PARTNER/OPERATIONS MANAGER
HOURS: 30-37 HOURS PER WEEK
Pay negotiable based on experience
Job Summary:
The postholder will supervise and be part of a team of 4 admin staff undertaking duties to cover workflow and management of clinical correspondence, coding, managing tasks and online consultation requests. Responsibilities of the post-holder will also include scan, code and workflow relevant information from patients clinical records, hospital correspondence and other sources into the practice computer system, working strictly in accordance with the practice workflow protocols and timescales. The post holder will also be required to process requests for repeat medication queries.
This work is of a highly confidential nature and no information, either medical or personal should be disclosed outside of Practice personnel.
Main Duties/Key Tasks:
Workflow
- Process all incoming information in accordance with practice protocols including:
- Open and date stamp all incoming post internal NHS and external mail
- Practice email account
- Results (Run EDI daily and workflow the results)
- Bloods
- OOH reports
- Discharge summaries
- Faxes
- Blood forms for District Nurses
- Online consultation requests
- Any other reports or discharges
- Scanning of letters and relevant correspondence into patients notes.
- Coding the information into the practice clinical system
- Transferring relevant data from clinical correspondence and input into electronic patient record.
- Workflow all correspondence according to practice protocol using the workflow software and action as appropriate
- Contact patients to arrange follow up actions in accordance with practice protocols
- Filing and retrieving paperwork
- Deal with online consultation requests within required timeframes, responding to the patient, booking appropriate appointments or forwarding to appropriate staff.
- File copies of hospital referrals and hospital referrals electronically
- Handle telephone queries for the admin team and re-direct as appropriate
- Load updates to the workflow software
- Report faults to software supplier and track progress
- Always ensure security of data
Other Duties
- Monthly reporting to the Operations Manager highlighting outstanding coding/filing and task waiting lists.
- Provide cover for admin team members when on annual leave or sick leave, as and when required.
- Provide cover for the member of staff dealing with repeat prescriptions.
- Participate in a rota to cover reception for annual Saturday flu clinics. Required to cover at least one session.
- May be required to work Saturdays should business needs change.
- Competencies
- Sound knowledge of Windows and MS Office
- Sound knowledge of Emis Web and Docman 10
- Awareness of data security requirements
- IT literate
- Good verbal and written communication skills
- Previous experience in a supervisory role
- 3 years recent experience working with electronic filing systems within a GP Practice
- Problem solving skills
- Flexible approach, team player, good sense of humour
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:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- 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 of 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 holders role
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognizes the importance of peoples 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Complete mandatory training within required timeframes
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
- To attend staff meetings as required.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- 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 teams performance
- Work effectively with individuals in other agencies to meet patient needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- 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
General
To undertake other duties commensurate with the role, within the bounds of their own competencies.