iWorkflow Administrator

Job description

Job responsibilities

Duties and responsibilities:

• To complete the online training through online modules.
• To understand and work to agreed Workflow Protocols when processing clinical correspondence.
• To attach letters to the patient records, add clinical codes for diagnoses, procedures and investigations, and complete actions.
• To have a good understanding of the implications of what you are filing.
• To complete a template for regular auditing and monitoring with the Workflow GP Lead.
• Culling and sorting patient records and letters in preparation for summarising
• Summarise and read code relevant information from patients clinical records into the practice computer system, working strictly in accordance with the practice notes summarising protocol and liaising with the GPs as required.
• Reviewing medical records and producing an accurate summary of the patients medical history.
• Read coding the information into the practice clinical system.
• Auditing data collection standards in the practice.
• Monitoring progress of notes summarising against practice targets.
• Filing and retrieving paperwork.
• Accurately pre-prepare patient reports and documentation for GP review.
• To work alongside the Administrator Lead to provide data to ensure the correct implementation and support decisions are in practice.
• To navigate through EMIS clinical system.
• To understand clinical codes and how to search for codes on EMIS clinical system.
• To have a basic understanding of medical terminology.
• To be keen to learn new skills and be part of a new way of working in the practice.
• To share knowledge of speciality terminology with other staff where needed.
• During absence of colleagues provide essential cover and carry out any other appropriate duties to ensure continuing provision of the service.
• To assist with the implementation of any changes to procedures as required by the GP Lead.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

• 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 as a business organisation. All such information from any source is to be regarded as strictly confidential

• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Ensure patient and Practice information is kept confidential and secure at all times, in accordance with the Information Security and Confidentiality protocols and in line with General Data Protection Regulations 2018.

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, the practice health & safety manual, and the practice infection prevention and control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• 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 prevention and control procedures, maintaining work areas in a tidy and safe way, free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection prevention and control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Safeguarding:

It is the responsibility of all staff at Faversham Medical Practice to;

• Safeguard and promote the welfare of children and vulnerable adults.
• Ensure their safeguarding adults and safeguarding children training is up to date at the level appropriate to their role.
• Ensure the safeguarding policies and procedures in place within the Practice are adhered to during employment.

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 recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that 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 as part of this employment, with such training to include:

• Participation in an annual individual performance review, 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

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Housekeeping duties

The post-holder will:

• Serve refreshments, clean and tidy away afterwards. Defrost fridge if appropriate.
• Ensure premises are kept clean and tidy between visits from cleaning staff.
• Replace and maintain indoor plants. Tidy and sort toys, magazines, leaflets etc. Discard old or damaged items.

It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the practice. The Partners reserve the right to redistribute duties and functions among members of staff from time to time, and requests for such changes shall not be reasonably refused.

Person Specification

Experience

Essential

• Excellent communication skills.
• Ability to work under pressure.
• Previous administrative experience.
• Experience of working with and maintaining databases.
• Able to manage and prioritise a given workload.

Desirable

• NHS experience.
• Previous healthcare experience.
• Experience of working in a multicultural environment.

Qualifications

Essential

• Knowledge of working in General Practice.
• Essential Medical Terminology.
• Essential understanding of Read codes.
• Essential knowledge of EMIS Clinical System.
• Essential computer skills, Microsoft office packages including email
• Knowledge of clerical procedures and able to prioritise workload.
• Awareness and understanding of NHS standards, understanding of confidentiality/data protection.

Desirable

• NVQ level 3 in administration
• Use of Internet

Skills/Abilities

Essential

• Able to produce work to a high standard of accuracy and detail.
• Proven IT skills.
• Reliable, dependable with good time keeping.
• Ability to self-motivate, work under pressure and work on own initiative.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Faversham Medical Practice

Address

Faversham Health Centre

Bank Street

Faversham

Kent

ME13 8QR

Employer's website

https://www.favershammedicalpractice.nhs.uk/ (Opens in a new tab)