Workflow Administrator

Job description

Job responsibilities

Job Purpose:

To ensure that all incoming and internal patient correspondence is stored on/in the patients medical record and relevant information is coded.

To be able to locate documents as needed by the clinical and non-clinical staff

To carry out administrative related tasks as delegated by the doctors and non- clinical staff

Key Working Relationships

The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:

• Clinical Team - Daily, where relevant to documents scanning
• Prescriptions Team - Daily, where relevant to documents scanning
• Administration Team - Daily, where relevant to documents scanning

Duties and Responsibilities

• Take action as directed by other team members
• Follow practice protocols to ensure consistent and high quality care is provided to our patients
• Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.

Scanning duties

• Sort and date stamp all incoming patient-related mail.
• Use practice software 'Anima' to process incoming emails, checking and amending snomed codes as necessary.
• Add any additional information about the source of the document
• Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
• Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
• Scan all internal paper documents on to the relevant patients record and then store the documents in line with surgery procedures.

General Responsibilities for All Staff

The post-holder is expected to:

• Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies

• Attend mandatory training as identified by the practice

• Highlight potential development areas

The post-holder must maintain the confidentiality of information about patients staff and practice business in accordance with the Data Protection Act 1998 and Caldicott principles.

Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

All members of staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken.

All members of staff have a responsibility to demonstrate due regard for safeguarding and promoting the welfare of children.

The practice has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths (or O Level equivalent).

Desirable

• Experience working in a GP surgery or Healthcare setting.
• Computer literate
• Good attention to detail
• Experience using SystmOne clinical system or similar

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.

Employer details

Employer name

Haverhill Family Practice

Address

14 Camps Road

Haverhill

Suffolk

CB9 8HF

Employer's website

https://www.haverhillfamilypractice.co.uk (Opens in a new tab)