Job summary
Due to the growth of our local population, we require a person to join our administrative team. The role would be well suited to someone who is organised and has a good eye for detail
Main duties of the job
To read, scan, code and action all documentation coming into the Practice in relation to patients in line with the set protocol for document management.
Process incoming hospital letters and medical reports (mainly electronic)
Initiating contact with and responding to requests from other team member and associated healthcare agencies and providers.
Word/data processing, filing, photocopying and scanning
Assisting the wider Clinical Admin Team with administrative duties
About us
Situated on the south coast of Sussex, Willow Green is a friendly and supportive practice that provides medical care to the residents of East Preston and the surrounding area, this being over 11,000 patients. We are a busy workplace that strives to provide a caring, friendly and supportive environment for our team whilst providing patient care. We are a training GP Practice and have 5 GP Partners, 1 Salaried GP, Paramedic, Nurse Practitioner, 4 Practice Nurses, 2 HCAs, 2 Phlebotomist and 26 Admin staff.
We also have our PCN staff working along side us, which included and Physician Associate, Pharmacist, Pharmacy Technicians, Advanced Clinical Practitioner, Care Co-Ordinator, and Physio.
Job description
Job responsibilities
The following are the core responsibilities of the Workflow Assistant. There may be, on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels.
- Take action as directed by other team members
- 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 duties
- Sort and date stamp all incoming patient-related mail.
- 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
- If appropriate forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information or take decision to file.
- 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.
Coding
- Identify relevant clinical information contained in patient correspondence
- Code or free text relevant clinical information on to the patient record
- Deal with queries relating to coding
Job description
Job responsibilities
The following are the core responsibilities of the Workflow Assistant. There may be, on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels.
- Take action as directed by other team members
- 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 duties
- Sort and date stamp all incoming patient-related mail.
- 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
- If appropriate forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information or take decision to file.
- 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.
Coding
- Identify relevant clinical information contained in patient correspondence
- Code or free text relevant clinical information on to the patient record
- Deal with queries relating to coding
Person Specification
Experience
Desirable
- Experience of working in General Practice and the use of SystmOne would be an advantage
Person Specification
Experience
Desirable
- Experience of working in General Practice and the use of SystmOne would be an advantage
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.
