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.
Main duties of the job
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.
About us
We are one of the largest GP practices in Wales serving over 25,500 patients across three sites. We have a great team of 7 partners, 10 salaried GPs, 6 nurses, 4 HCAs and a clinical pharmacist. We have first contact physio every day.
Job responsibilities
Job Title Workflow Administrator
Responsible to The Partnership
Accountable to Operations Manager / Workflow clinical lead
Job Summary
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.
Job Purpose
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.
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
Mandatory Requirements
Good standard of education with at least 5 GCSEs (or equivalent)
Sorting and date stamping all incoming patient related mail (if required)
Reading and identifying documents that can be:
o Actioned by a workflow administrator following the correspondence management protocol.
o 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.
Person Specification
Experience
* Experience of working in primary case
Additional Criteria
* The post-holder should recognise the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Communicate effectively with patients and carers
* Recognise peoples needs for alternative methods of communication and respond accordingly
Qualifications
* GCSE Grade 1 to C in English and Maths
* Good standard of education with at least 5 GCSEs (or equivalent)
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.
Depending on experienceAvailable upon Request
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