Workflow Team Member

4 weeks ago

Wigton, United Kingdom Caldbeck Surgery Full time

**Workflow Team Member**

**Caldbeck Surgery**

**The closing date is 6th December 2023**

**Job Summary**

We have a vacancy in our admin department for a new workflow team member.

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.

We are looking for someone who can take initiative in the maintenance of our website, the creation of social media platforms and the ongoing management of these platforms to promote the surgery and NHS health campaigns.

Main Duties of the Job are listed on the attached principle duties document.

**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 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.

**Person Specification**

**Essential**
- Highly literate, with good written English and the ability to understand and learn technical medical terminology
- Able to work well in a team environment, sharing workload and collaborating with the admin and wider surgery team
- Excellent personal communication skills; able to deal with patients and their carers in a sensitive and professional manner.

**Desirable**
- Previous experience of office administration in a small business environment
- Familiarity with local area and NHS Services

**Disclosure and Barring Service Check**

35 hours pw

£20,475.00 per year

Permanent contract

**PRINCIPAL DUTIES AND RESPONSIBILITIES**:

- **Areas of responsibility**

Workflow/ data management
- 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, (adding organ donation etc to Open Exeter)
- Dealing with external patient data sources eg central databases for screening & immunisation status (Cervical cytology/ Open Exeter)
- Liaising with Children’s Immunisations Clinic and booking appointments for patients
- Liaising with Hospitals, GP Surgeries, Coroner & other Government/ external departments re patients who have left or died
- Online notification to Public Health England for notifiable diseases
- 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
- 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 eg 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 eg PHE reporting, screening & immunisations systems
- 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.

**Stock ordering**
- Checking stationary stock and organising orders as needed

**Practice Project Support**
- Become involved with Green Practice Project, identifying areas of improvement and championing new initiatives
- Attend Patient Participation Group Meetings, producing minutes, assisting with actions and organising future meetings.

**Job Type**: Permanent

**Salary**: From £20,475.00 per year

**Benefits**:

- Company pension
- Flexitime
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay

Schedule:

- Flexitime
- Monday to Friday

Ability to commute/relocate:

- Wigton: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

Work Location: In person

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