Job summary
The main responsibilities of the post-holder will be reviewing all
incoming correspondence received or created within the organisation ready for review.
You will scan, read code and workflow relevant information from patients
clinical records, hospital correspondence and other sources into the
organisations computer system, working strictly in accordance with agreed workflow
protocols
Main duties of the job
We are looking for a committed, enthusiastic, and highly motivated workflow
co-ordinator to join our rapidly expanding PCN team. The main aim of the role
is to manage the flow of all correspondence received by the practice such as hospital
letters, reports, and patient communications that are passed to clinical staff
for review. In addition, the workflow co-ordinator will identify any key clinical
data from correspondence, such as new diagnoses, peak flow measures, BP
recordings, height, weight, smoking status and read code accordingly. It is
also hoped that these roles will help alleviate work pressures for clinical
staff and free up time to focus on delivering patient care. Experience of
working in primary care or in similar role such as a practice administrators/
medical summariser/clinical coder would be an advantage; however training will
be provided
About us
Aplos
Health PCN was founded in 2019 and consists of four practices in the London
Borough of Lewisham - Sydenham Green Group Practice, The Vale Medical Centre,
Wells Park Practice and Woolstone Medical Centre. We provide care to a patient
population of 50,000.
Job description
Job responsibilities
Job
Description
- Read code information into the organisations clinical
system
- Transferring relevant data from clinical
correspondence into the electronic patient record.
- Workflow all correspondence according to the organisations
protocol using the workflow software and action as appropriate
- File and retrieving paperwork
- File copies of discharge summaries electronically
- Handle telephone queries and re-direct as appropriate
- A good understanding of medical terminology and read
codes is required
- Identify and refer any clinical actions to the GP
- Action EMIS workflow and direct as necessary
- Process and deal with Safeguarding documentation
- Always ensure the security of data
- Follow departmental policies and procedures
- Provide non-clinical advice and information to
patients
Miscellaneous
- Provide cover for members of
the administration and reception team during periods of sickness and annual
leave
- Assist in the practice, PCN
and borough wide covid pandemic response as required
- Any other delegated duties
considered appropriate to the post
Clinical System /
Medical Records:
- Familiarity with the clinical system
- Book appointments and recalls ensuring sufficient
information is recorded
- Extraction of necessary data from clinical
correspondence and input into Electronic Patient Record, i.e. GP2GP and Docman
system
- Ensure correspondence, reports, results etc. are dealt
with in a timely manner as per practice protocol
- Responsibility for target group disease register
- Utilise social prescribing template on EMIS to ensure
data quality
Confidentiality:
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 and PCN as a
business organisation. All such information from any source is to be
regarded as strictly confidential.
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:
- 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
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 recognizes the importance of peoples rights,
interpreting them in a way that is consistent with Practice & PCN
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.
Personal/Professional
Development:
- The post-holder will participate in any training programme
implemented by the Practice/PCN as part of this employment, such training to
include:
- Participation in scheduled individual performance reviews,
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
DBS
Enhanced Security Checks
Employment is subject to DBS enhanced security checks to be
completed and passed as part of our essential job requirement criteria. You
will have the opportunity to inform us of any past or current convictions
during the application and interview stages. Failure to notify us will classify
your job application as inaccurate and may led to immediate termination of your
contract.
Job description
Job responsibilities
Job
Description
- Read code information into the organisations clinical
system
- Transferring relevant data from clinical
correspondence into the electronic patient record.
- Workflow all correspondence according to the organisations
protocol using the workflow software and action as appropriate
- File and retrieving paperwork
- File copies of discharge summaries electronically
- Handle telephone queries and re-direct as appropriate
- A good understanding of medical terminology and read
codes is required
- Identify and refer any clinical actions to the GP
- Action EMIS workflow and direct as necessary
- Process and deal with Safeguarding documentation
- Always ensure the security of data
- Follow departmental policies and procedures
- Provide non-clinical advice and information to
patients
Miscellaneous
- Provide cover for members of
the administration and reception team during periods of sickness and annual
leave
- Assist in the practice, PCN
and borough wide covid pandemic response as required
- Any other delegated duties
considered appropriate to the post
Clinical System /
Medical Records:
- Familiarity with the clinical system
- Book appointments and recalls ensuring sufficient
information is recorded
- Extraction of necessary data from clinical
correspondence and input into Electronic Patient Record, i.e. GP2GP and Docman
system
- Ensure correspondence, reports, results etc. are dealt
with in a timely manner as per practice protocol
- Responsibility for target group disease register
- Utilise social prescribing template on EMIS to ensure
data quality
Confidentiality:
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 and PCN as a
business organisation. All such information from any source is to be
regarded as strictly confidential.
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:
- 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
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 recognizes the importance of peoples rights,
interpreting them in a way that is consistent with Practice & PCN
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.
Personal/Professional
Development:
- The post-holder will participate in any training programme
implemented by the Practice/PCN as part of this employment, such training to
include:
- Participation in scheduled individual performance reviews,
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
DBS
Enhanced Security Checks
Employment is subject to DBS enhanced security checks to be
completed and passed as part of our essential job requirement criteria. You
will have the opportunity to inform us of any past or current convictions
during the application and interview stages. Failure to notify us will classify
your job application as inaccurate and may led to immediate termination of your
contract.
Person Specification
Experience
Essential
- An interest in primary care
- Good communication (written and verbal)
- Attention to detail and methodical
- Time management skills and ability to work to deadlines
- Work well under pressure
- Able to work unsupervised
- Able to use own initiative
- Self-motivated and enthusiastic
- Adaptability
- Commitment to personal development
- An ability to use own judgement, resourcefulness, and local knowledge, to respond to enquiries and requests while adhering to practice limitations
- Ability to take on board ad hoc queries and assignments and resolve independently
Desirable
- An aptitude for comprehensive data interrogation and reporting
- Able to support learning and development of colleagues
- The ability to work as part of an integrated multi-skilled team
Other
Essential
- Able to work at the desired times
- Flexibility of working hours to cover annual leave and sickness
- An ability to make decisions appropriate to the situation while adhering to practice/PCN policies
- Completed and passed DBS enhanced checks
Desirable
Qualifications
Essential
- Essential Knowledge/ Qualifications/ Skills
- GCSE Grade A to C in English and Maths
- Keyboard skills
- Good administrative and organisational skills
- Practical experience of computerised recording systems
- Excellent telephony skills and phone manner
- Understand and maintain confidentiality
Desirable
- Primary Care Experience
- Knowledge of medical terminology
- Experience using EMIS Web/ Docman/ Windows
- Organisational skills
- Experience with office machinery
Person Specification
Experience
Essential
- An interest in primary care
- Good communication (written and verbal)
- Attention to detail and methodical
- Time management skills and ability to work to deadlines
- Work well under pressure
- Able to work unsupervised
- Able to use own initiative
- Self-motivated and enthusiastic
- Adaptability
- Commitment to personal development
- An ability to use own judgement, resourcefulness, and local knowledge, to respond to enquiries and requests while adhering to practice limitations
- Ability to take on board ad hoc queries and assignments and resolve independently
Desirable
- An aptitude for comprehensive data interrogation and reporting
- Able to support learning and development of colleagues
- The ability to work as part of an integrated multi-skilled team
Other
Essential
- Able to work at the desired times
- Flexibility of working hours to cover annual leave and sickness
- An ability to make decisions appropriate to the situation while adhering to practice/PCN policies
- Completed and passed DBS enhanced checks
Desirable
Qualifications
Essential
- Essential Knowledge/ Qualifications/ Skills
- GCSE Grade A to C in English and Maths
- Keyboard skills
- Good administrative and organisational skills
- Practical experience of computerised recording systems
- Excellent telephony skills and phone manner
- Understand and maintain confidentiality
Desirable
- Primary Care Experience
- Knowledge of medical terminology
- Experience using EMIS Web/ Docman/ Windows
- Organisational skills
- Experience with office machinery
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.