Job responsibilities
JOB TITLE Document Workflow Administrator - Secretarial Support
REPORTS TO Practice Business Manager
LOCATION Bottisham Medical Practice
HOURS 15 hours per week
1. Job Summary:
The aim of this role is to 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.
The Administrator will follow the Workflow Optimisation Flowchart and protocol. Where appropriate, according to the flowchart, letters will be filed directly to patient notes by the workflow administrator and where appropriate, more complex correspondence will be directed to the appropriate clinician for their attention. Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety. The post holder will also identify any key clinical data from correspondence, such as new diagnoses, peak flow measures, BP recordings, height, weight, smoking status etc.
In addition, the post holder will provide general admin support and secretarial duties as required
2. Job Purpose
To ensure that all incoming and internal patient correspondence is stored on-in the patients medical record and relevant information is coded
To be able to locate documents as needed by the clinical and non-clinical staff
To carry out administrative and secretarial tasks and duties as delegated by the Practice Partners and Practice Manager
Work across teams within the Practice to provide support for the purposes on business continuity, where deemed necessary for the critical running of the practice
3. Key Working Relationships
The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:
Doctors, Nurses, HCA - Daily, where relevant to documents scanning and other administrative duties
Reception, Administration & Secretarial Staff - Daily, with all aspects of work
4. Duties and Responsibilities
- Take action as directed by Practice Partners and Practice Manager
- 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, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
- Scanning, coding incoming clinical correspondence
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
5. Scanning Duties
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48-72-hour timescale
- Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures
6. Coding
- Identify relevant clinical information contained in patient correspondence
- Code or free text the clinical information on to the patient record
- Deal with queries relating to coding
7. Workflow Main Duties
Process Practice correspondence (paper, electronic, email) attaching it to the patient record
Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions 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
8. Critical Requirements
Process Practice correspondence (paper, electronic, email) attaching it to the patient record
Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions 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
9. General Administration and Secretarial Duties
- When annual leave cover needed, processing of patient registrations
- Integrate new patients and process any degraded entries
- Processing of messages via Links
- Monitoring of administration email
- Completion of administrative tasks
- Death deductions
- Processing referrals via ERS to support medical secretary and provide cover when needed
10. 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
11. 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, to 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
- Reporting potential risks identified
12. 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 recognises 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.
13. 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
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
14. 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 patients needs
- Effectively manage own time, workload and resources
15. Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
16. 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
Please note: The above list of job duties is not exclusive or exhaustive and you will be required to undertake such tasks as may reasonably be expected within the scope of the post