Workflow Administrator

This is an exciting opportunity to join the Administration team within our Practice on a full time basis, working 37.5 hours per week.

The main elements of the role are to code clinical letters that we receive and to data entry the correct information into patients medical records, in line with Practice procedures, protocols and the NHS contracts that we are responsible for.

We are looking for a team player, with good analytical skills who likes to pay attention to detail. Do you feel that you have the correct IT and data skills and relevant experience to support this role?

Main duties of the job The main duties of this role are to:

• To support the Workflow / Document Processing (WDP) team by accurately processing, coding and filing clinical correspondence, including hospital letters, laboratory results, and other patient related documentation onto EMIS web.
• To interpret and process clinical information using a sound knowledge of medical terminology, to ensure accurate coding and appropriate allocation of documents.
• To ensure all incoming documents are reviewed and actioned in a timely manner, in line with practice protocols and information governance standards.
• To prioritise workload effectively, identifying and escalating urgent, abnormal, or clinically significant information to the appropriate clinician.
• To identify and escalate any discrepancies, urgent results, or queries to the appropriate clinician or team member.
• To liaise with clinicians and the wider practice team to ensure safe and efficient workflow processes that support patient care.
• To support the wider administrative function of the practice as required, including general office duties and communication with internal and external agencies.
• To maintain a high standard of data quality, ensuring records are complete, up to date and compliant with practice policies.
• To maintain confidentiality at all times, adhering to GDPR and practice policies.

About us We are a progressive and friendly 10 GP training Practice and are offering an exciting opportunity to work with us in our purpose built practice in Longridge, in the heart of the Ribble Valley.

We are a committed team consisting of the following roles - GPs, nurses, HCAs, first contact physio, pharmacy technician and reception and admin members.

We commend ourselves on our team spirit and ethos and whilst working under immense pressure, we deliver care of a high standard.

We are fortunate to work in excellent premises which have been extended and updated, it is a positive place of work.

We will offer the successful candidate a salary package within the pay range of Agenda for Change band 3, you can join the NHS pension scheme and enjoy holiday entitlement in line with Agenda for Change.

The wellbeing of our team is important to us and we offer many wellbeing incentives, one of which is an on site gym.

Job responsibilities BerryLane Medical Centre

WorkflowAdministrator Job Description

Job Title

Workflow Administrator

Line Manager

Dataand Operations Manager

Accountable to

PracticeManager

37.5 hours per week

Job Summary

To be responsible for undertaking a wide range of data inputting duties in support of the multidisciplinary team. Duties can include but are not limited to, coding information from patients clinical records, correspondence from other care service providers and other sources on the practice clinical system, adhering to existing policy and procedures.

GenericResponsibilities

All staff at Berry Lane Medical Centre have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for the reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Practice Manager and Deputy Practice Manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competencies to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at Berry Lane Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Professional Conduct

At Berry Lane Medical Centre, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Primary Responsibilities

• Coding data on the Emis system
• Extracting the required data from clinical correspondence and inputting the data into the patients electronic healthcare record inline with our WDP policies.
• Coding all secondary care (hospital) letters
• Monitoring patient call and recall systems
• Maintain effective security of data all times
• Support the team in the effective use of searches, audits and recalls
• Support the team in the use of the clinical system
• Act as a liaison between the practice and manage all fault reporting
• Configure searches and interpret data for audit purposes
• Collate the required data for reporting purposes
• Set up and maintain new users according to practice protocol, ensuring they have access to required applications and RBAC functions
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