Job summary
Invicta Health is recruiting for a Workflow Administrator to join the team on a full time basis.
The successful candidate will be required to work across our three GP Surgeries in the Romney Marsh area including: Church Lane Surgery, Martello Health Centre and Orchard House Surgery.
Closing Date: 1st May 2024
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
As a Workflow Administrator you will provide an important role in supporting the practice team with the day to day running of the practice by taking responsibility for the processing of any incoming patient correspondence both by paper and electronic transfer, working in accordance with the practice protocols.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- NHS Pension
- Learning and Development opportunities
- Progression opportunities
- Competitive annual leave entitlement
- Incremental pay progression
- Flexible working
- Approved blue light card provider
- Salary Sacrifice Schemes
- Car Lease Scheme
- Employee Assistance Programme
Job description
Job responsibilities
Main Responsibilities
- Monitor and manage the workflow of practice correspondence (both paper and electronic).
- Scan and file documents onto patient records, identifying those that need to be forwarded to other team members and/or healthcare professionals and doing so in a timely manner.
- Record diagnoses, procedures, and investigations onto the relevant systems, ensuring correct codes are being used.
- Identify urgent, complex, or higher risk tasks/correspondence areas that require input or knowledge from the clinical team.
- Support all staff across the practices with any queries relating to practice correspondence, actioning any issues where appropriate.
- Action EMIS tasks from clinicians in a timely and accurate manner.
- Process new patient registrations both regular and temporary for the practice, using the EMIS system and ensuring complete information, appropriate ID and correct coding.
- Action any rejected patient registration as appropriate.
- Monitor the practice websites patient inbox for registrations and action accordingly.
- When required, update patients personal details and preferences including change of name, address, next of kin and consent.
- Ensure all GP2GP transfers are recorded correctly with all necessary information from patient files extracted and added to EMIS accurately and in a timely manner.
- Summarising patient records to a high standard and according to set protocols and timescales agreed by the practice.
- Change the backup tape daily and check it has run properly/replace. Contacting external IT support teams with any issues.
- Monitor and oversee EDN mailboxes, ensuring documents transfer to DOCMAN successfully and action any miscellaneous documents where necessary.
- Manage the petty cash for the practices, collating receipts, providing payment and managing fund levels.
- Cover Reception duties as and when required.
General Duties
- To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
- To contribute to the development of services, including processes, templates and principles.
- To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
- To take part in any statutory and mandatory training or other training and development programmes as requested.
- Any other reasonable duties as directed by your line manager.
- Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.
- Full terms and conditions of employment will be issued if an offer of employment is made.
Job description
Job responsibilities
Main Responsibilities
- Monitor and manage the workflow of practice correspondence (both paper and electronic).
- Scan and file documents onto patient records, identifying those that need to be forwarded to other team members and/or healthcare professionals and doing so in a timely manner.
- Record diagnoses, procedures, and investigations onto the relevant systems, ensuring correct codes are being used.
- Identify urgent, complex, or higher risk tasks/correspondence areas that require input or knowledge from the clinical team.
- Support all staff across the practices with any queries relating to practice correspondence, actioning any issues where appropriate.
- Action EMIS tasks from clinicians in a timely and accurate manner.
- Process new patient registrations both regular and temporary for the practice, using the EMIS system and ensuring complete information, appropriate ID and correct coding.
- Action any rejected patient registration as appropriate.
- Monitor the practice websites patient inbox for registrations and action accordingly.
- When required, update patients personal details and preferences including change of name, address, next of kin and consent.
- Ensure all GP2GP transfers are recorded correctly with all necessary information from patient files extracted and added to EMIS accurately and in a timely manner.
- Summarising patient records to a high standard and according to set protocols and timescales agreed by the practice.
- Change the backup tape daily and check it has run properly/replace. Contacting external IT support teams with any issues.
- Monitor and oversee EDN mailboxes, ensuring documents transfer to DOCMAN successfully and action any miscellaneous documents where necessary.
- Manage the petty cash for the practices, collating receipts, providing payment and managing fund levels.
- Cover Reception duties as and when required.
General Duties
- To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
- To contribute to the development of services, including processes, templates and principles.
- To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
- To take part in any statutory and mandatory training or other training and development programmes as requested.
- Any other reasonable duties as directed by your line manager.
- Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review.
- Full terms and conditions of employment will be issued if an offer of employment is made.
Person Specification
Experience
Essential
- An understanding of medical terminology.
- Knowledge of management systems and procedures within a healthcare environment.
- An understanding of the importance of confidential information and the ability to maintain confidentiality.
Desirable
- Experience processing complex requests.
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy.
- Computer literate with the use of Microsoft packages.
Key skills
Essential
- High attention to detail.
- Good communication skills.
- Good organisational and planning skills.
- Able to prioritise workload.
- Excellent time management.
Personal Attributes
Essential
- Willingness to learn and adapt to change.
- Highly customer focused.
- Understanding and approachable.
- Strives for excellence.
- Honest and fair.
- Leads by example.
- Positive 'can do' attitude.
Person Specification
Experience
Essential
- An understanding of medical terminology.
- Knowledge of management systems and procedures within a healthcare environment.
- An understanding of the importance of confidential information and the ability to maintain confidentiality.
Desirable
- Experience processing complex requests.
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy.
- Computer literate with the use of Microsoft packages.
Key skills
Essential
- High attention to detail.
- Good communication skills.
- Good organisational and planning skills.
- Able to prioritise workload.
- Excellent time management.
Personal Attributes
Essential
- Willingness to learn and adapt to change.
- Highly customer focused.
- Understanding and approachable.
- Strives for excellence.
- Honest and fair.
- Leads by example.
- Positive 'can do' attitude.
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.