Job summary The Swan Practice is a progressive, forward-thinking practice seeking to recruit an enthusiastic and motivated Workflow Administrator. This is an exciting opportunity to work within our friendly and dynamic team to assist in delivering high quality patient services. As part of the workflow administration team in the practice, your role of workflow administrator will be 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. You will have experience in an administrative role preferably in General Practice or in a healthcare environment. Knowledge of medical terminology is desirable. Speed of work is also essential as correspondence needs to be processed promptly. You will have protocols to guide you and will receive full training and support from the team leader, senior workflow administrator and your colleagues. Although this is not a patient-facing role, there will be occasions where you would be required to deal with a patient query and speak to them directly. Main duties of the job Workflow practice correspondence (both paper and electronic), and attach to patient record. Record diagnoses, procedures and investigations, identify urgency and carry out actions or forward to appropriate teams. Identify complex or higher risk areas that require input or knowledge from the clinical team. Work to agreed practice protocols. Answer tasks and queries from other members of staff. Respond to Online Access requests and queries Complete other admin tasks as required About us The Swan Practice is a large, well-established practice, serving Buckingham and the surrounding villages. With three clinical sites and an administration hub, we are dedicated to delivering high-quality care to over 30,000 patients, and our patient bases continues to grow. As a forward-thinking practice, we are committed to creating opportunities for staff to progress and develop their careers, fostering a supportive and dynamic working environment, creating opportunities for staff to progress and develop their careers, fostering a supportive and dynamic working environment. Date posted 17 January 2025 Pay scheme Other Salary £11.72 an hour Contract Permanent Working pattern Part-time Reference number A0325-25-0000 Job locations Masonic House High Street Buckingham Buckinghamshire MK18 1NU Job description Job responsibilities Job purpose The practice is a paper-light environment, and the main responsibilities of the post-holder will be to process the incoming patient clinical correspondence both by paper and electronic transfer; working in accordance with the practices protocols. As part of the workflow administration team in the practice, your role of workflow administrator will be 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. To include: Workflow of practice correspondence (both paper and electronic) and attaching to patient records. Recording diagnoses, procedures and investigations. Identifying urgency and carrying out actions or forwarding to appropriate teams. Identifying complex or higher risk areas that require input or knowledge from the clinical team. Working to agreed practice protocols. Answering queries from other members of staff. Respond to online access requests and queries Complete other admin tasks as required Principle responsibilities Sorting and date stamping all incoming patient related mail (if required) Reading and identifying documents that can be: - Actioned by a workflow administrator following the correspondence management protocol. - Or workflowed to the appropriate team or clinician.Coding patient records accurately following practice protocol. Ensuring incoming letters are viewable on the patient record within a 48/72 hour timescale. Adding the documents in accordance with the protocol to the patients notes with the usual clinical attributes and actioning as above. Responding to online access queries to include setting up accounts, updating access, and troubleshooting on patients behalf Other duties and responsibilities Take action as requested by other team members and members of staff. Take action as requested by Workflow Team Leads. 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 and document management. Although this is not a patient-facing role, there will be occasions where the post holder is required to deal with a patient query and speak to them directly. General responsibilities for all staff 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. Job description Job responsibilities Job purpose The practice is a paper-light environment, and the main responsibilities of the post-holder will be to process the incoming patient clinical correspondence both by paper and electronic transfer; working in accordance with the practices protocols. As part of the workflow administration team in the practice, your role of workflow administrator will be 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. To include: Workflow of practice correspondence (both paper and electronic) and attaching to patient records. Recording diagnoses, procedures and investigations. Identifying urgency and carrying out actions or forwarding to appropriate teams. Identifying complex or higher risk areas that require input or knowledge from the clinical team. Working to agreed practice protocols. Answering queries from other members of staff. Respond to online access requests and queries Complete other admin tasks as required Principle responsibilities Sorting and date stamping all incoming patient related mail (if required) Reading and identifying documents that can be: - Actioned by a workflow administrator following the correspondence management protocol. - Or workflowed to the appropriate team or clinician.Coding patient records accurately following practice protocol. Ensuring incoming letters are viewable on the patient record within a 48/72 hour timescale. Adding the documents in accordance with the protocol to the patients notes with the usual clinical attributes and actioning as above. Responding to online access queries to include setting up accounts, updating access, and troubleshooting on patients behalf Other duties and responsibilities Take action as requested by other team members and members of staff. Take action as requested by Workflow Team Leads. 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 and document management. Although this is not a patient-facing role, there will be occasions where the post holder is required to deal with a patient query and speak to them directly. General responsibilities for all staff 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. Person Specification Experience Essential Working independently and as part of a team Desirable Experience of using EmisWeb Proficient in using coding systems Experience in a Workflow Administrator role, or similar Familiarity with primary care guidelines and regulations Qualifications Essential 5 passes or more at GCSE level (including English and Maths) Microsoft Office Qualification or equivalent experience Desirable Certificate in Medical Terminology Other Requirements Essential Flexibility to work outside of core office hours Skills and Knowledge Essential Excellent attention to detail and accuracy Ability to prioritise workload Self-organised Excellent understanding of confidentiality Knowledge and experience of using IT systems Personal Qualities Essential Polite and confident Flexible and co-operative Excellent written and verbal communication skills Work proactively and unsupervised Person Specification Experience Essential Working independently and as part of a team Desirable Experience of using EmisWeb Proficient in using coding systems Experience in a Workflow Administrator role, or similar Familiarity with primary care guidelines and regulations Qualifications Essential 5 passes or more at GCSE level (including English and Maths) Microsoft Office Qualification or equivalent experience Desirable Certificate in Medical Terminology Other Requirements Essential Flexibility to work outside of core office hours Skills and Knowledge Essential Excellent attention to detail and accuracy Ability to prioritise workload Self-organised Excellent understanding of confidentiality Knowledge and experience of using IT systems Personal Qualities Essential Polite and confident Flexible and co-operative Excellent written and verbal communication skills Work proactively and unsupervised Employer details Employer name The Swan Practice Address Masonic House High Street Buckingham Buckinghamshire MK18 1NU Employer's website https://theswanpractice.co.uk/ (Opens in a new tab)