Workflow Administrator Team Leader

Job Summary

The postholder will supervise a team of four administrative staff, managing clinical correspondence, coding, task coordination and online consultation requests. The role involves scanning, coding and entering patient data from clinical records and hospital correspondence into the practice computer system in strict accordance with workflow protocols and timescales. The postholder will also handle repeat medication queries.

Main Duties / Key Tasks

• Process all incoming information in accordance with practice protocols, including opening, dating and stamping all internal NHS and external mail.
• Run EDI daily and workflow the results.
• Handle blood, OOH reports, faxes, blood forms for district nurses and other reports or discharges.
• Scan letters and relevant correspondence into patient notes.
• Code information into the practice clinical system.
• Transfer relevant data from clinical correspondence into the electronic patient record.
• Workflow all correspondence using software and action as appropriate.
• Contact patients to arrange follow up actions.
• File and retrieve paperwork.
• Deal with online consultation requests, responding to the patient, booking appointments or forwarding to appropriate staff.
• File copies of hospital referrals electronically.
• Handle telephone queries for the admin team and redirect as appropriate.
• Load updates to the workflow software.
• Report faults to the software supplier and track progress.
• Ensure security of data at all times.

Other Duties

• Monthly reporting to the Operations Manager highlighting outstanding coding/filing and task waiting lists.
• Provide cover for admin team members during annual leave or sick leave.
• Provide cover for the staff member dealing with repeat prescriptions.
• Participate in a rota to cover reception for annual Saturday flu clinics.
• Be prepared to work Saturdays if business needs change.
• Sound knowledge of Windows and MS Office.
• Knowledge of Emis Web and Docman 10.
• Awareness of data security requirements.
• IT literacy.
• Good verbal and written communication skills.
• Previous supervisory experience.
• At least three recent years working with electronic filing systems within a GP practice.
• Flexible, team player attitude with a sense of humour.

Confidentiality

• Respect patient privacy and act with discretion when handling sensitive information.
• Maintain strict confidentiality of all patient and practice data.
• Disclose information only to authorised persons in line with policy and procedure.

Health & Safety

• Adhere to the practice Health & Safety policy and infection control procedures.
• Use personal security systems and identify risks in work activities.
• Maintain tidy and safe work areas and report hazards promptly.
• Assist in maintaining general cleanliness consistent with the role.
• Demonstrate safeguarding and promote welfare of children.

Equality and Diversity

• Recognise and act upon the rights of patients, carers and colleagues.
• Respect privacy, dignity and beliefs of all individuals.
• Behave in a welcoming, non judgemental manner.

Personal / Professional Development

• Participate in annual performance reviews.
• Complete mandatory training within required timeframes.
• Take responsibility for ongoing learning and development.
• Attend staff meetings as required.

Quality

• Alert team members to quality issues and risks.
• Assess own performance and take accountability.
• Suggest improvements to team performance.
• Work effectively with external agencies.
• Manage time, workload and resources efficiently.

Communication

• Communicate effectively with team members, patients and carers.
• Respond appropriately to alternative communication needs.

Contribution to Implementation of Services

• Apply practice policies, standards and guidance.
• Discuss policy implications with the team.
• Participate in audits when appropriate.

General

Undertake other duties commensurate with the role within the bounds of competence.

Qualifications

• At least three recent years of experience using electronic filing systems within a GP practice.
• Working knowledge of Emis Web and Docman.
• Minimum twelve months of supervisory experience, preferably in a GP practice.
• Practical experience of read coding clinical correspondence.
• Certificate in medical terminology or clinical coding.
• Sound knowledge of Windows and MS Office.
• IT literacy.

Experience

• Self reliant, helpful, open and approachable, common sense and initiative, reliable and dependable attitude.
• Ability to self motivate, organise and prioritise own workload.
• Ability to organise and prioritise work for the workflow team.
• Ability to motivate others and use own judgment and resourcefulness.
• Excellent communication skills.
• Knowledge of medical terminology.
• Recent experience using Emis Web and Docman 10.
• Enthusiasm and determination in achieving goals.
• A positive wish to work as part of a team and interest in primary health care.
• Willingness to learn.
• Sense of humour.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a DBS check will be required.