Workflow Administrator

6 months ago

Wolverhampton, United Kingdom Dale Medical Practice Full time

**Dale Medical Practice**

**JOB TITLE**: WORKFLOW ADMINISTRATOR / NOTES SUMMARISER

**REPORTS TO**:RECEPTION AND ADMIN MANAGER

**HOURS**: 20-30 HRS PER WEEK

**SALARY**: DEPENDANT ON EXPERIENCE

**Job Summary**:
The post-holder will work in a team of admin staff within the practice. The practice is moving towards becoming a paper-light environment and the main responsibilities of the post-holder will be to streamline the flow of clinical correspondence through the organisation accurately and to summarise and read code relevant information from patient’s clinical records into the practice computer system, working strictly in accordance with the practice notes summarising protocol.

In addition the post holder will identify any key clinical data from correspondence such as new diagnoses, peak flow measures, BP recording, height, weight, smoking status etc. This post also requires to summarise patient medical notes.

The post holder will summarise and read assisting the Safeguarding Lead with administrative duties as well as keeping safeguarding registers up to date. The post holder will assist the IT Manager in being a super user for all Docman and Emis workflow and act as a Smart Card RA.

To manage the information received by the Practice to enable provision of excellent patient care and ensure the patient records are kept up to date and accurate. To improve the quality of the data held. To facilitate sharing of patient records and data with other providers of health and social care.

**Job responsibilities**:
Administration:

- To manage the workflow administration on a daily basis
- To have a thorough knowledge of all practice procedures
- To work in accordance of written protocols
- Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions e.g. contacting patients to make appointments or completing referrals
- Identify the complex or higher risk areas that require input or knowledge from the clinical team, including safeguarding issues, working to the agreed practice protocols
- Culling and sorting patient records and letters from outside sources e.g. hospital letters in preparation for summarizing
- Review medical records and producing an accurate summary of the patients medical history
- Read coding the information into the practice clinical system
- Auditing data collection standards in the practice
- Monitoring progress of notes summarizing against practice targets
- Monitoring patients call and recall systems
- Filing and retrieving paperwork
- Manage all PMAS and insurance reports and ensure that all correspondence with GPs is managed thoroughly and all reports are dealt with accordingly

IT, Emis and Docman:

- Assist IT manager to provide SMART card administrative support to staff. Logging errors and ordering new and replacement cards when required
- Act as the practice superuser for all DocMan related issues. Keep and manage an overview of Docman workflow, notifications, messages and any updates
- Manage and maintain a regular overview of Emis workflow including tasks, lab reports, registrations medicine management GP2GP, document management, test requests, SCR and report management
- Identify potential system and process improvements within the practice

General duties and responsibilities:

- Attend any workflow optimization training as deemed necessary by the practice
- The role of the Workflow Administrator is varied in nature and priorities can change from day to day. Therefore the job holder must be flexible and willing to take on new roles and activities at a moment’s notice
- Any other reasonable requests made by the Practice Manager / GP Partners
- Be flexible in providing cover during periods of holiday/sickness/needs of business

Confidentiality:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and publishe

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