About this role
Job summary
We are looking for an organised and reliable Workflow Administrator to join our busy Practice team on a fixed-term basis to provide maternity cover. The appointment will be for the duration of the maternity leave only.
This is an important role within the Practice, supporting the safe and efficient management of patient information and clinical workflow. The successful candidate will work closely with clinicians and the wider Practice team to ensure that information is processed appropriately and that clinical actions are followed up promptly.
This role would suit someone who is highly organised, has excellent attention to detail and enjoys working in a busy healthcare environment.
Main duties of the job
The main duties of the role include reading, scanning, coding and actioning patient correspondence and clinical documentation in line with Practice protocols, ensuring clinical actions and follow-ups are completed promptly and escalating where appropriate.
The postholder will also update patient records, process registrations and deductions, arrange appointments and tests, support total triage administration, deal with telephone enquiries and provide general administrative support to the Practice.
The role also involves working closely with clinicians and the wider Practice team and contributing to effective patient care and the smooth running of Practice services.
About us
Buxted Medical Centre is a busy GP practice providing high-quality, responsive healthcare to our local community. We are a GP training practice and work collaboratively as part of the wider primary care network.
Our multidisciplinary team includes GPs, nurses, healthcare assistants, paramedics, pharmacy staff and a range of administrative and support staff. We value teamwork and recognise the important contribution that every member of the team makes to patient care.
We are committed to putting patients at the heart of what we do, while continually looking for ways to improve our services and the way we work. We also value learning, development and supporting our staff to build their skills and experience
Job description Job responsibilities
The following are the core responsibilities of the workflow administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload.
To read, scan, code and action all documentation coming into the Practice in relation to patients in line with the set protocol for document management.
a. To ensure actions are completed by clinicians in a timely manner and to escalate to the Admin Manager where appropriate
b. To arrange further appointments or tests as required (and within the post holders remit) that are specified from either the documentation or requested by the clinician.
c. To report any significant events that occur in relation to document management and participate in any associated learning from incidents.
d. To attend any training required to maintain effective performance in this role.
e. Undertake a broad spectrum of administrative duties commensurate with the role
f. Process incoming and outgoing mail
g. File and store records as required
h. Photocopy documentation as required
i. Process changes to patient registration, deduction of record and new patient registration
j. Input data into the patients healthcare records as necessary
k. Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
l. Assist with total triage administration
m. Be an integral part of the general practice team
n. Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults and safeguarding children
o. Support in the delivery of enhanced services and other service requirements
p. Undertake all mandatory training and induction programmes
q. Contribute to and embrace the spectrum of clinical governance
r. Maintain a clean, tidy, effective working area at all times
s. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
t. Any other duties requested by the management or Partners that are deemed reasonable and within the capabilities of the post holder.
Person Specification
Experience Essential
Experience of administrative duties
Desirable
Experience of working with the general public Experience of working in a health care setting
Qualifications Essential
Educated to GCSE level or equivalent
Desirable
GCSE Mathematics & English (C or above) NVQ Level 2 in Health and Social Care
Skills Essential
Excellent communication skills (written and oral) Strong IT skills Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (Planning & Organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving & analytical skills Ability to follow policy and procedure
Desirable
EMIS / Docman user skills
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.
Employer details Employer name Buxted Medical Centre
Address Framfield Road
Buxted
East Sussex
TN22 5FD
United Kingdom
Employer's website https://www.buxtedandeasthoathlymedicalcentres.co.uk (Opens in a new tab)