Workflow Administrator

**Uni-City Medical Centre**

**JOB DESCRIPTION**

**Administration Team/ Receptionist**

**Job Title: Workflow Admin coordinator/ Receptionist**

**Accountable to: Operations Manager/ Practice Manger**

**Reports to: Admin Team Lead**

**Hours: 25 Hours a week**

**JOB ROLE**

**Uni-City Medical Centre are looking for an experienced workflow administrator**

The Administrator will follow the Workflow Optimisation Flowchart and protocol Where appropriate, according to the flowchart, content of the letters will be Read Coded appropriately and either filed directly to patient notes by the workflow administrator and where appropriate, more complex correspondence will be directed to the appropriate clinician for their attention and requests passed onto the relevant team member. Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety.

The post holder will identify and Read code any key clinical data from correspondence, such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information e.g. BP recordings, height, weight, smoking status etc.

**MAIN JOB PURPOSE**
- To ensure that all incoming and internal patient correspondence is stored on/in the patients’ medical record and relevant information is coded.
- To be able to locate documents as needed by the clinical and non-clinical staff
- To carry out administrative related tasks within the administration team as delegated by the doctors and Managers

**KEY WORKING RELATIONSHIPS**
- The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:

- Doctors, Nurses, HCA - Daily, where relevant to documents scanning and other administrative duties
- Administration & Secretarial Team - Daily, with all aspects of work

**DUTIES AND RESPONSIBILITIES**
- Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
- Scanning, coding incoming clinical correspondence.
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
- **SCANNING DUTIES**
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record within a 48/72-hour timescale
- Scan all internal paper documents on to the relevant patients’ record and then store the documents in line with surgery procedures.

**READ CODING**
- Identify relevant clinical information contained in patient correspondence
- Code and if appropriate free text the clinical information on to the patient record
- Deal with queries relating to coding

**WORKFLOW MAIN DUTIES**
- Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member 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.

**Other Information**:

- Cover for other team members may be required for sickness and annul leave
- Ensuring the building security/ premises at the end of the day and ensure the building is totally secured, internal lights off and alarm activated.
- To carry out any other duties agreed between employee and the practice to ensure the smooth running of the practice.

**GENERAL RESPONSIBILITIES FOR ALL STAFF**

**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 pro