Job summary
To provide efficient and accurate administrative support for the processing of clinical correspondence through Emis Web and Docman. The postholder will be responsible for workflow management, coding medical information, liaising with clinicians, and ensuring that all patient records are maintained to the highest standard of accuracy and confidentiality.
This role is essential in supporting safe patient care by ensuring timely and correct handling of incoming documents and clinical tasks within the practice.
Main duties of the job
Workflow & Document Management- Process incoming clinical correspondence via Docman and Emis workflows.
- Allocate and action workflow tasks in line with practice protocols.
- Ensure all letters, results, and reports are accurately read coded.
- Identify and highlight urgent or abnormal information to clinical staff promptly.
- Maintain logs and tracking systems for workflow volume and turnaround times.
Clinical Coding & Record Maintenance- Accurately code medical terminology and diagnoses using approved SNOMED coding system.
- Update and maintain patient medical records in E-mis Web.
- Ensure consistency and accuracy in coding to support QOF, enhanced services, and quality reporting.
Communication & Teamwork- Liaise with GPs, nursing staff, secretaries, and external providers to resolve queries.
- Provide updates on workflow trends or any issues impacting processing times.
- Participate in practice meetings and contribute to the continuous improvement of workflow processes.
Administration & Compliance- Adhere to GDPR, patient confidentiality standards, and practice policies.
- Follow protocols for data quality and document storage.
- Support the practice in meeting Care Quality Commission (CQC) requirements.
- Undertake mandatory training and maintain up-to-date knowledge of systems and processes.
About us
Boothstown Medical Centre is a welcoming, well-established GP Practice caring for a population of approximately 8,000 patients. We are proud of our strong team ethos, supportive environment, and commitment to delivering high-quality, patient-centred care to our local community.
We are a friendly, multidisciplinary team made up of:
- GP Partners and Salaried GPs
- Advanced Nurse Practitioners and Practice Nurses
- Healthcare Assistants / Phlebotomists
- Practice Management and Administration Team
- PCN professionals including pharmacists, social prescribers, mental health practitioners and First Contact Practitioners
Our admin and workflow team are a close knit group who support one another, share knowledge openly, and work collaboratively to make sure the practice runs smoothly every day.
Job description
Job responsibilities
Key ResponsibilitiesWorkflow & Document Management- Process incoming clinical correspondence via Docman and E-mis workflows.
- Allocate and action workflow tasks in line with practice protocols.
- Ensure all letters, results, and reports are accurately read-coded.
- Identify and highlight urgent or abnormal information to clinical staff promptly.
- Maintain logs/tracking systems for workflow volume and turnaround times.
Clinical Coding & Record Maintenance- Accurately code medical terminology and diagnoses using the SNOMED coding system.
- Update and maintain patient medical records in E-mis Web.
- Ensure consistency and accuracy in coding to support QOF, enhanced services, and quality reporting.
Communication & Teamwork- Liaise with GPs, nursing staff, secretaries, and external providers to resolve queries.
- Provide updates on workflow trends or any issues impacting processing times.
- Participate in practice meetings and contribute to the continuous improvement of workflow processes.
Administration & Compliance- Adhere to GDPR, patient confidentiality standards, and practice policies.
- Follow protocols for data quality and document storage.
- Support the practice in meeting Care Quality Commission (CQC) requirements.
- Undertake mandatory training and maintain up-to-date knowledge of systems and processes.
Job description
Job responsibilities
Key ResponsibilitiesWorkflow & Document Management- Process incoming clinical correspondence via Docman and E-mis workflows.
- Allocate and action workflow tasks in line with practice protocols.
- Ensure all letters, results, and reports are accurately read-coded.
- Identify and highlight urgent or abnormal information to clinical staff promptly.
- Maintain logs/tracking systems for workflow volume and turnaround times.
Clinical Coding & Record Maintenance- Accurately code medical terminology and diagnoses using the SNOMED coding system.
- Update and maintain patient medical records in E-mis Web.
- Ensure consistency and accuracy in coding to support QOF, enhanced services, and quality reporting.
Communication & Teamwork- Liaise with GPs, nursing staff, secretaries, and external providers to resolve queries.
- Provide updates on workflow trends or any issues impacting processing times.
- Participate in practice meetings and contribute to the continuous improvement of workflow processes.
Administration & Compliance- Adhere to GDPR, patient confidentiality standards, and practice policies.
- Follow protocols for data quality and document storage.
- Support the practice in meeting Care Quality Commission (CQC) requirements.
- Undertake mandatory training and maintain up-to-date knowledge of systems and processes.
Person Specification
Qualifications
Essential
- GCSE grade A to C in both English and Maths
- Strong working knowledge of E-mis Web
- Training in medical Administration or clinical coding
Desirable
- Knowledge of QOF and Enhanced Services
- Experience supporting CQC compliance
Experience
Essential
- Strong working knowledge of Emis Web.
- Demonstrable experience using Docman in a primary care setting.
- Ability to prioritise a busy workload and work to deadlines.
- Effective communication skills (written and verbal).
- Ability to work independently and as part of a team.
- High level of IT literacy (Microsoft Office, clinical systems, digital workflows).
Person Specification
Qualifications
Essential
- GCSE grade A to C in both English and Maths
- Strong working knowledge of E-mis Web
- Training in medical Administration or clinical coding
Desirable
- Knowledge of QOF and Enhanced Services
- Experience supporting CQC compliance
Experience
Essential
- Strong working knowledge of Emis Web.
- Demonstrable experience using Docman in a primary care setting.
- Ability to prioritise a busy workload and work to deadlines.
- Effective communication skills (written and verbal).
- Ability to work independently and as part of a team.
- High level of IT literacy (Microsoft Office, clinical systems, digital workflows).
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
