Job summary
We are pleased to offer an
exciting opportunity for the role of Lead Workflow Administrator, working 25
hours per week.
In this role, you will be
responsible for the smooth
and efficient running of the Workflow Department. You will
provide support to your team members, ensuring effective communication, task
delegation, and departmental coverage at all times.
We are looking for someone
who is proactive, organised, and committed to delivering excellence. Strong
communication, leadership skills and close attention to detail are essential
for this position.
Experience leading a team/ department is essential.
Main duties of the job
Key responsibilities
include:
Overseeing
day-to-day workflow processes and ensuring consistent service delivery
Supporting
and guiding team members as needed
Coordinating
and covering team absences, including managing the holiday rota
Booking
annual leave for the team
Conducting
appraisals and providing feedback and development support
Liaising
closely with the GP Workflow Lead to ensure the department remains up to date
and aligned with clinical priorities
Maintaining
high standards of accuracy, timeliness, and quality in all workflow tasks
About us
Haverhill Family Practice is a GP surgery located in the market town of Haverhill Suffolk.
We are within walking distance of the town centre and main bus station.
We are a busy but friendly practice with excellent staff retention.
We are a five partner practice with the rest of our clinical team comprising of a salaried GP, regular locum GP's, Advanced Care Practitioners (ACP's), Paramedics, Nurse Practitioners, Practice Nurses, Healthcare Assistants and a Pharmacy Team.
We have been a GP Training Practice since August 2022.
Our current list size is just under 20,000 patients.
Our CQC rating is Good.
Job description
Job responsibilities
Job Purpose:
Responsible for the smooth and efficient running of the Workflow department.
Provide support to your team members ensuring effective communication, task delegation and departmental coverage at all times.
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 related tasks as delegated by the doctors and non- clinical staff
Key Working Relationships
The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:
- Clinical Team - Daily, where relevant to documents scanning
- Prescriptions Team - Daily, where relevant to documents scanning
- Administration Team - Daily, where relevant to documents scanning
Duties and Responsibilities
- Overseeing day-to-day workflow processes and ensuring consistent service delivery
- Supporting and guiding team members as needed
- Co-ordinating and covering team absences including managing the holiday rota
- Managing annual leave for the team
- Conducting appraisals and providing feedback and development support
- Liaising closely with the GP Workflow Lead to ensure the department remains up-to-date and aligned with clinical priorities
- Manitaining high standards of accuracy, timelimess and quality in all workflow tasks.
- 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 documentation.
Scanning duties
- Sort and date stamp all incoming patient-related mail.
- Use practice software 'Anima' to process incoming emails, checking and amending snomed codes as necessary.
- 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.
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
Job description
Job responsibilities
Job Purpose:
Responsible for the smooth and efficient running of the Workflow department.
Provide support to your team members ensuring effective communication, task delegation and departmental coverage at all times.
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 related tasks as delegated by the doctors and non- clinical staff
Key Working Relationships
The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:
- Clinical Team - Daily, where relevant to documents scanning
- Prescriptions Team - Daily, where relevant to documents scanning
- Administration Team - Daily, where relevant to documents scanning
Duties and Responsibilities
- Overseeing day-to-day workflow processes and ensuring consistent service delivery
- Supporting and guiding team members as needed
- Co-ordinating and covering team absences including managing the holiday rota
- Managing annual leave for the team
- Conducting appraisals and providing feedback and development support
- Liaising closely with the GP Workflow Lead to ensure the department remains up-to-date and aligned with clinical priorities
- Manitaining high standards of accuracy, timelimess and quality in all workflow tasks.
- 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 documentation.
Scanning duties
- Sort and date stamp all incoming patient-related mail.
- Use practice software 'Anima' to process incoming emails, checking and amending snomed codes as necessary.
- 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.
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
Person Specification
Qualifications
Essential
- GSCE grade A-C in English and Maths (or equivalent)
Desirable
- Experience working in a GP surgery or Healthcare setting.
- Experience with use of medical terms and coding.
- Experience with using SystmOne clinical system or similar.
Experience
Essential
- Experience in leading a team / department.
- Computer literate.
- Excellent attention to detail.
- Able to work alone and as part of a team.
- Flexibility to meet service needs.
Desirable
- Experience working in a GP surgery or Healthcare setting.
- Experience with use of medical terms and coding.
- Experience with using SystmOne clinical system or similar.
Person Specification
Qualifications
Essential
- GSCE grade A-C in English and Maths (or equivalent)
Desirable
- Experience working in a GP surgery or Healthcare setting.
- Experience with use of medical terms and coding.
- Experience with using SystmOne clinical system or similar.
Experience
Essential
- Experience in leading a team / department.
- Computer literate.
- Excellent attention to detail.
- Able to work alone and as part of a team.
- Flexibility to meet service needs.
Desirable
- Experience working in a GP surgery or Healthcare setting.
- Experience with use of medical terms and coding.
- Experience with using SystmOne clinical system or similar.
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.