Job summary
We are a busy, friendly GP
Surgery with around 9300 patients over one site looking to recruit a Workflow Administrator to work with the Workflow Lead and Practice Manager.
The post holder will have
excellent communication skills, and attention to detail is crucial as a major
part of the role is ensuring correspondence is given to the correct GP with
diagnoses and medical elements coded into the clinical system wherever possible.
The successful candidate will be
confident, enthusiastic and professional. Applicants must be confident in
communicating with colleagues, reliable, flexible, confident with IT and using
computer programs and able to work to deadlines.
Experience working within a GP
setting is desirable, we use System One to manage our medical records and
document management, use of this system would also be desirable .
Experience of using Workflow
Optimisation through Practice Unbound or a similar training company is
desirable.
Salary is negotiable depending on
experience. Working pattern is to be agreed, the surgery will aim to be
flexible for the ideal candidate.
20 hours over four days
Main duties of the job
- Manage workflow into the practice by reviewing in-coming clinical correspondence and support the clinicians to ensure that these are appropriately coded, actioned and work-flowed.
- Checking electronic patients letters/communication, out-of-hours,
- Implementing written instructions on which letters to file and which ones to forward to GPs etc
- Read coding and filing all letters accordingly, ensuring only those letters requiring GPs input are forwarded to GPs
- Carry out any additional tasks as directed by the manager, clinical team, and colleagues..
About us
We are a friendly busy GP Practice with 4 Partners, 3 Salaried GP's and 3 nurses. We have a reception team, workflow team, secretarial and prescription team. We have a Practice Manager, Deputy Practice Manager and Reception Manager that are in charge of running the practice on a day to day basis.
Job description
Job responsibilities
Roles include but not limited to:
- Manage workflow into the practice by reviewing in-coming clinical correspondence and support the clinicians to ensure that these are appropriately coded, actioned and work-flowed. This will include scanning, arranging patient appointments & tests and liaising with GPs over actions required. Regular audits of workflow must also be completed and recorded
- Checking electronic patients letters/communication, out-of-hours,
- Implementing written instructions on which letters to file and which ones to forward to GPs etc
- Read coding and filing all letters accordingly, ensuring only those letters requiring GPs input are forwarded to GPs
- Work closely with other admin team members to enhance the smooth running of Workflow Optimisation
- Carry out any additional tasks as directed by the manager, clinical team, and colleagues..
- To receive incoming and to initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and others, taking messages and dealing with queries appropriately and in a timely manner.
- General administration to support the data management requirements.
- Check the practice email inbox and other checks on a daily/regular basis as required.
- Data entry into clinical system and other system as required to support contractual obligations.
- To administer all aspects of the safeguarding process, attending regular meetings, liaising with safeguarding team, and ensuring all case notes are maintained securely.
- To use and maintain all computer systems in an accurate and secure manner in conformance with GDPR and data protection requirements.
- Manage workflow into the practice by reviewing incoming clinical correspondence to ensure that these are appropriately coded, actioned and workflowed. This will include scanning, arranging tests and liaising with GPs over actions required. Arrange routine appointments within the letter. Urgent appointments to be sent to reception. Last result, ultrasound, letters required will be dealt with by the workflow team
- Chasing hospital correspondence will be completed by the secretaries. Any referral requirements from letters will be dealt with by the secretaries
- Any patients to be put on the GSF register to be sent to Abbie once letter has been seen by GP will reason and colour
- Cancer Care Reviews send back to referring GP Workflow to add patient to telephone appt slot
- Basic Discharges to Muhammad for medication changes
- Ensure QOF coding
- GPs to send any District Nurse tasks to Reception
- Regular audits
- Checking electronic patients letters OOH Reception first
- Implementing written instructions on which letters to file and which ones to forward to GPs
- Reading coding and filing all letters accordingly, ensuing only those letters requiring GPs input are forwarded to GPs
- Work closely with the teams to enhance the smooth running of Workflow Optimisation
- Carry out any additional tasks as directed by the GPs and Management
- Workflow email box
- Workflow tasks
Job description
Job responsibilities
Roles include but not limited to:
- Manage workflow into the practice by reviewing in-coming clinical correspondence and support the clinicians to ensure that these are appropriately coded, actioned and work-flowed. This will include scanning, arranging patient appointments & tests and liaising with GPs over actions required. Regular audits of workflow must also be completed and recorded
- Checking electronic patients letters/communication, out-of-hours,
- Implementing written instructions on which letters to file and which ones to forward to GPs etc
- Read coding and filing all letters accordingly, ensuring only those letters requiring GPs input are forwarded to GPs
- Work closely with other admin team members to enhance the smooth running of Workflow Optimisation
- Carry out any additional tasks as directed by the manager, clinical team, and colleagues..
- To receive incoming and to initiate outgoing telephone calls in order to facilitate timely and appropriate communications with patients and others, taking messages and dealing with queries appropriately and in a timely manner.
- General administration to support the data management requirements.
- Check the practice email inbox and other checks on a daily/regular basis as required.
- Data entry into clinical system and other system as required to support contractual obligations.
- To administer all aspects of the safeguarding process, attending regular meetings, liaising with safeguarding team, and ensuring all case notes are maintained securely.
- To use and maintain all computer systems in an accurate and secure manner in conformance with GDPR and data protection requirements.
- Manage workflow into the practice by reviewing incoming clinical correspondence to ensure that these are appropriately coded, actioned and workflowed. This will include scanning, arranging tests and liaising with GPs over actions required. Arrange routine appointments within the letter. Urgent appointments to be sent to reception. Last result, ultrasound, letters required will be dealt with by the workflow team
- Chasing hospital correspondence will be completed by the secretaries. Any referral requirements from letters will be dealt with by the secretaries
- Any patients to be put on the GSF register to be sent to Abbie once letter has been seen by GP will reason and colour
- Cancer Care Reviews send back to referring GP Workflow to add patient to telephone appt slot
- Basic Discharges to Muhammad for medication changes
- Ensure QOF coding
- GPs to send any District Nurse tasks to Reception
- Regular audits
- Checking electronic patients letters OOH Reception first
- Implementing written instructions on which letters to file and which ones to forward to GPs
- Reading coding and filing all letters accordingly, ensuing only those letters requiring GPs input are forwarded to GPs
- Work closely with the teams to enhance the smooth running of Workflow Optimisation
- Carry out any additional tasks as directed by the GPs and Management
- Workflow email box
- Workflow tasks
Person Specification
Knowledge and Skills
Essential
- Good interpersonal and communication skills
Desirable
Qualifications
Essential
- GCSE grade A to D in English
Desirable
- Previous experience in general practice desirable
Experience
Essential
- Previous Experience of working in general practice desirable
Desirable
- Previous experience of working in general practice desirable
Person Specification
Knowledge and Skills
Essential
- Good interpersonal and communication skills
Desirable
Qualifications
Essential
- GCSE grade A to D in English
Desirable
- Previous experience in general practice desirable
Experience
Essential
- Previous Experience of working in general practice desirable
Desirable
- Previous experience of working in general practice desirable
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.
