Job summary We are looking for an experienced Workflow Administrator. The role of the Workflow Administrator is to process clinical correspondence safely, ensuring that it is accurately coded. You will ensure you pass appropriate issues to GPs and other members of the practice clinical team in line with agreed clinical protocols. The post holder will be processing practice correspondence (paper, electronic and e mail) and attaching it to the patient record. The post holder will be required to accurately code diagnoses, procedures and investigations, identifying and carrying out actions, e.g. contacting patients to make appointments or completing referrals. Main duties of the job 1.Process clinical correspondence (paper, electronic and email) attaching it to the patient record, 2.Accurately Read/SNOMED code diagnoses, procedures and investigations, other specific actions as per the practice protocols 3.Pass appropriate issues to GPs and other members of the practice clinical team and non-clinical teams 4.Identify the complex or higher risk areas that require input or knowledge from the clinical team (this includes safeguarding issues) 5.Work to the agreed practice protocols 6.Receive feedback on work including the Workflow audit from the Practices GP Workflow Team Leader 7.Develop a close working relationship with the GP Workflow Lead to identify other potential improvements 8.Any other duties deemed commensurate with the level of the post About us We are a large practice with a patient list size of circa 15,400. We are a Partnership of 6, with 9 Salaried GPs, a nursing team of 5, an experienced managerial team of 7 (Business and Finance Manager, Deputy Practice Manager, Patient Services Managers, Medicines Managers) and a friendly group of administrative and reception staff. We are a training as well as a learning practice and regularly have 6 Specialist Trainees, a Foundation Year 2 doctor and undergraduate students based here. We also offer learning opportunities to other grades and have a large apprenticeship programme operating for clinical, managerial and administrative staff. We are active in our local, supportive, Primary Care Network and have excellent relationships with external stakeholders. We have a strong culture of patient safety, high quality and empathy. Our Mission Statement reflects our values as a Practice with patients being at the heart of all of our activities. Date posted 17 October 2024 Pay scheme Other Salary £23,790 a year Contract Permanent Working pattern Full-time Reference number A4086-24-0011 Job locations 121 Firsway Sale Cheshire M33 4BR Job description Job responsibilities Firsway Health Centre JOB DESCRIPTION Job Description: Workflow Administrator Responsible to: Practice Manager Reports to: Business and Finance Manager Hours of Work:As per contract Salary:As per contract Job Summary: The role of the Workflow Administrator is to process clinical correspondence safely, ensuring that it is accurately coded. You will ensure you pass appropriate issues to GPs and other members of the practice clinical team in line with agreed clinical protocols. The post holder will be processing practice correspondence (paper, electronic and e mail) and attaching it to the patient record. The post holder will be required to accurately code diagnoses, procedures and investigations, identifying and carrying out actions, e.g. contacting patients to make appointments or completing referrals. Roles and Responsibilities: 1.Process clinical correspondence (paper, electronic and email) attaching it to the patient record, 2.Accurately Read/SNOMED code diagnoses, procedures and investigations, other specific actions as per the practice protocols 3.Pass appropriate issues to GPs and other members of the practice clinical team and non-clinical teams 4.Identify the complex or higher risk areas that require input or knowledge from the clinical team (this includes safeguarding issues) 5.Work to the agreed practice protocols 6.Receive feedback on work including the Workflow audit from the Practices GP Workflow Team Leader 7.Develop a close working relationship with the GP Workflow Lead to identify other potential improvements 8.Any other duties deemed commensurate with the level of the post Person Specification 1.You will have capacity to undertake the role five days a week 2.You can confidently navigate the clinical systems including EMIS and Docman with training 3.You can understand SNOMED codes and know how to search for one on the clinical system with training 4.You are keen to learn new skills and be part of a new way of working in the practice 5.You are willing to undergo detailed on-line training and receive critical feedback 6.You pay close attention to detail 7.You have excellent IT skills and are self-motivated, being used to working on your own initiative as well as being part of a team General 1.It is a standard element of the role and responsibility of all staff that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards. 2.As an employee you have a legal responsibility for all records (including patient health, financial, personal and administrative) that you gather or use as part of your work. The records may be paper, electronic, audio or videotapes. You must consult your manager if you have any doubt as to the correct management of the records with which you work. Misuse of or failure to properly safeguard confidential data will be regarded as a disciplinary offence. 3.All employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable us to meet our legal duties and to report any circumstances that may compromise the health, safety and welfare of our staff, patients or visitors. 4.You are required to uphold the confidentiality of all records held by Firsway Health Centre, whether patient records or Firsway Health Centre information. This duty lasts indefinitely and will continue after you leave our employment. 5.All information which identifies individuals in whatever form (paper/pictures, electronic data/images or voice) is covered by the 1998 Data Protection Act and should be managed in accordance with this legislation. 6.You are expected to treat all patients/visitors and work colleagues with dignity and respect, irrespective of their background. 7.All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact for further guidance. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role. 8.DBS Disclosure checks are carried out for all new appointments. 9.Protection of patients from healthcare associated infection (such as MRSA and Clostridium Difficile) is everyones business. All healthcare workers have a duty to provide clean, safe care by observing basic hygiene i.e. washing hands (soap & water; alcohol gel) before and after contact with the patient and the clinical environment. Clinical staff additionally must practice Aseptic No Touch Techniques for invasive procedures and aftercare. 10.Firsway Health Centre provides an accessible and impartial complaints service, which is accountable, confidential and effective. The service is responsive, simple and speedy, whilst remaining thorough. All staff should regard complaints as natural, positive suggestions on services that we provide. Staff should be sensitive to the wishes, hopes and anxieties of patients, relatives, friends and the community generally. Where staff find it is not possible to provide the required information, explanation or reassurance, then the issue may be passed to the Patient Services Manager. 11.All staff are personally responsible for the quality of data entered by themselves, or on their behalf, on our computerised systems or manual records (paper records) and must ensure that such data is entered accurately to NHS data standards, in a timely manner to ensure high standards of data quality. Job description Job responsibilities Firsway Health Centre JOB DESCRIPTION Job Description: Workflow Administrator Responsible to: Practice Manager Reports to: Business and Finance Manager Hours of Work:As per contract Salary:As per contract Job Summary: The role of the Workflow Administrator is to process clinical correspondence safely, ensuring that it is accurately coded. You will ensure you pass appropriate issues to GPs and other members of the practice clinical team in line with agreed clinical protocols. The post holder will be processing practice correspondence (paper, electronic and e mail) and attaching it to the patient record. The post holder will be required to accurately code diagnoses, procedures and investigations, identifying and carrying out actions, e.g. contacting patients to make appointments or completing referrals. Roles and Responsibilities: 1.Process clinical correspondence (paper, electronic and email) attaching it to the patient record, 2.Accurately Read/SNOMED code diagnoses, procedures and investigations, other specific actions as per the practice protocols 3.Pass appropriate issues to GPs and other members of the practice clinical team and non-clinical teams 4.Identify the complex or higher risk areas that require input or knowledge from the clinical team (this includes safeguarding issues) 5.Work to the agreed practice protocols 6.Receive feedback on work including the Workflow audit from the Practices GP Workflow Team Leader 7.Develop a close working relationship with the GP Workflow Lead to identify other potential improvements 8.Any other duties deemed commensurate with the level of the post Person Specification 1.You will have capacity to undertake the role five days a week 2.You can confidently navigate the clinical systems including EMIS and Docman with training 3.You can understand SNOMED codes and know how to search for one on the clinical system with training 4.You are keen to learn new skills and be part of a new way of working in the practice 5.You are willing to undergo detailed on-line training and receive critical feedback 6.You pay close attention to detail 7.You have excellent IT skills and are self-motivated, being used to working on your own initiative as well as being part of a team General 1.It is a standard element of the role and responsibility of all staff that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards. 2.As an employee you have a legal responsibility for all records (including patient health, financial, personal and administrative) that you gather or use as part of your work. The records may be paper, electronic, audio or videotapes. You must consult your manager if you have any doubt as to the correct management of the records with which you work. Misuse of or failure to properly safeguard confidential data will be regarded as a disciplinary offence. 3.All employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable us to meet our legal duties and to report any circumstances that may compromise the health, safety and welfare of our staff, patients or visitors. 4.You are required to uphold the confidentiality of all records held by Firsway Health Centre, whether patient records or Firsway Health Centre information. This duty lasts indefinitely and will continue after you leave our employment. 5.All information which identifies individuals in whatever form (paper/pictures, electronic data/images or voice) is covered by the 1998 Data Protection Act and should be managed in accordance with this legislation. 6.You are expected to treat all patients/visitors and work colleagues with dignity and respect, irrespective of their background. 7.All employees have a responsibility to protect and safeguard vulnerable people (children and adults). They must be aware of child and adult protection procedures and who to contact for further guidance. All employees are required to attend safeguarding awareness training and to undertake additional training appropriate to their role. 8.DBS Disclosure checks are carried out for all new appointments. 9.Protection of patients from healthcare associated infection (such as MRSA and Clostridium Difficile) is everyones business. All healthcare workers have a duty to provide clean, safe care by observing basic hygiene i.e. washing hands (soap & water; alcohol gel) before and after contact with the patient and the clinical environment. Clinical staff additionally must practice Aseptic No Touch Techniques for invasive procedures and aftercare. 10.Firsway Health Centre provides an accessible and impartial complaints service, which is accountable, confidential and effective. The service is responsive, simple and speedy, whilst remaining thorough. All staff should regard complaints as natural, positive suggestions on services that we provide. Staff should be sensitive to the wishes, hopes and anxieties of patients, relatives, friends and the community generally. Where staff find it is not possible to provide the required information, explanation or reassurance, then the issue may be passed to the Patient Services Manager. 11.All staff are personally responsible for the quality of data entered by themselves, or on their behalf, on our computerised systems or manual records (paper records) and must ensure that such data is entered accurately to NHS data standards, in a timely manner to ensure high standards of data quality. Person Specification Qualifications Essential Experience in Workflow Administrator duties. Person Specification Qualifications Essential Experience in Workflow Administrator duties. 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 Firsway Health Centre Address 121 Firsway Sale Cheshire M33 4BR Employer's website https://www.firswayhealthcentre.co.uk/ (Opens in a new tab)