Workflow AdministratorNHS

Job summary

As a member of the workflow team, you will be expected to safely process, scan and code all incoming patient correspondence and clinical documentation; ensure patient records are updated accurately and reduce clinical administrative burden on the GP team; assist with stock control for clinical and administrative needs of the practice.

Main duties of the job

Alongside other team members you will deal directly with all correspondence coming into the surgery and complete other administration tasks such as organising immunisation clinics, checking new patient notes and stock control.

You will be using the EMIS clinical system to record patient based data and use a multitude of web based reporting and screening systems.

More detail on the requirements of the role are listed in the Job Description provided.

Job description

Core Duties and Responsibilities

Process correspondence (paper, electronic and email) attaching it to the patient record,

Accurately code diagnoses, procedures and investigations, other specific actions as per the practice protocols

Fulfilling follow-up actions such as informing a GP, contacting patients to make appointments.

Identify the complex or higher risk areas that require input or knowledge from clinicians (including safeguarding issues)

Completing registrations (new patients), including Temporary Residents,

Dealing with external patient data sources e.g. central databases for screening & immunisation status (Cervical cytology)

Liaising with Hospitals, GP Surgeries, Coroner & other Government/ external departments re patients who have left or died

Dealing with practice emails e.g. from the out-of-hours service (Cumbria Health), ambulance service

Checking new patient notes on receipt from other GP Practices checking the summary for accuracy, notifying GP/ Dispensary team as necessary

Dealing with physical notes storage and summarising of paper records

Work to the agreed practice protocols

Work with the workflow team and other colleagues including Primary Care Network (PCN) colleagues

Contribute to identifying and acting on potential improvements

Other general admin tasks e.g. dealing with the post & franking machine, shredding confidential documents, filing, printing, producing documents and any other admin tasks as needed

IT Systems

Record patient-related data in our clinical system, Emis Web

Use web-based reporting systems/ data base systems e.g. PHE reporting, screening & immunisations systems

Use email both for own emails and for generic practice emails

Assist with the updating of the practice website

Create social media accounts and policies ensuring safe use of social media platforms.

Post health information and updates to practice social media accounts as needed

The post holder will work with other workflow administrators to prioritise, plan and action tasks and report directly to the practice manager.

The post holder must maintain the confidentiality of information about patients, staff and organisation business in accordance with the Caldicott principles and with legal obligations under the Data Protection Act 2018 (the 2018 Act) and the EU General Data Protection Regulation (GDPR) in respect of data privacy and security. Further details will be provided in the form of practice policies to successful applicants.

All employees have a duty for safeguarding and promoting the welfare of children and adults at risk. Staff must be familiar with Cumbria Health Safeguarding Policy and the process for raising concerns about the welfare of anyone with whom they have contact. Staff must also ensure they receive the appropriate level of safeguarding children and adult training depending on their role.

About us

Caldbeck Surgery is located on the northern edge of the Lake District National Park, and serves 4,400 patients over 100 square kilometres of rural Cumbria.

We are a team of 30 people, including 5 GP partners, with a strong educational and patient focussed ethos. we are part of the Keswick and Solway Primary care Network, which covers 43,500 patients from the Solway Coast to Keswick and Carlisle.