About this role
Job summary
We are looking to expand our Practice Administration Team, which has created an opportunity for a new and exciting role to the Practice as a Workflow Coordinator support our Administration and Secretarial team.
We are looking for a Workflow Coordinator to support our Workflow Administration and Secretarial Team.
This would include overseeing incoming emails to the Practice, signposting queries to the correct departments, supporting basic workflow for each team including patient contact, answering calls, arranging appointments for referrals and follow ups. From a workflow perspective, the successful person will help with basic coding, scanning of information on to patient medical records, oversight of inboxes and the systems to support the workflow functions as well as supporting registration and dedication links to the Practice to maintain patient records.
In addition to this the workflow coordinator will be trained in some of the basic aspects of workflow administration, data and coding as well as secretarial work. Once established in the role and with knowledge base attained, this role has amazing opportunities for learning and development to support both aspects of the team.
Ideally, we would be looking to recruit a workflow coordinator with knowledge of general practice systems, however full training will be given to upskill the successful candidate.
This role is a full time role with the hours to be worked over 5 days (Mon-Fri).
Main duties of the job
- To provide basic administration support to our Workflow Administration and Secretarial teams.
- To coordinate the day-to-day tasks of the workflow team including oversight of email boxes, distribution of information, patient engagement and communications.
- To be responsible for the safe and efficient workflow of patient information and correspondence on to the clinical system
- To be responsible for the robust systems of data transmitted information through the Practice including results, reports, summaries and clinical correspondence relating to patients health and wellbeing
- To be responsible for coding of relevant information into the patients medical records and clinical system
- To be responsible for supporting the processes and responsibilities of the workflow team at the Practice
- To be responsible for the oversight and recording of new medical records into the Practice including assessment of the summaries received and the information contained within them is accurate
- To be responsible for undertaking data inputting duties
- To have oversight of the Practices centralised mailboxes and the efficient action of any correspondence received
- To support the Clinical and general Practice team with additional duties in support of the smooth and effective day to day running of the Practice through the workflow team.
About us
Parcliffe Medical Centre is an innovative and forward-thinking Practice led by our Partnership (5 GPs).
In purpose-built premises inside St Annes Health Centre, with a current patient population of around 12,000 patients.
Located in the seaside town of St Annes along the Fylde Coast, we are minutes away from the sea front, with direct links to the M55 & M6.
We are a friendly, professional, caring team who are passionate about providing safe and effective care to our patient population. Our excellent multi-skilled Clinical Team comprises of 9 GPs (Partner & Salaried), Clinical Pharmacist, Physicians Associates, Practice Nurses, Pharmacy Technician, Nursing Associate & Healthcare Assistants.
Supporting our Partnership, clinical team and the patient journey through the Practice, our team also includes a Business Manager, a Practice Manager, Medical Receptionists, Workflow Administrators, Medical Secretaries and our Patient Advisor team.
Alongside offering the standard contractual requirements of General Medical Services in Primary Care, we do in addition have enhanced bespoke services to our patients in Minor Surgery, Microsuction and are also one of the Covid Vaccination sites within our Primary Care Network.
Job description
Job responsibilities
Job Summary
- To provide basic administration support to our Workflow Administration and Secretarial teams.
- To coordinate the day-to-day tasks of the workflow team including oversight of email boxes, distribution of information, patient engagement and communications.
- To be responsible for the safe and efficient workflow of patient information and correspondence on to the clinical system
- To be responsible for the robust systems of data transmitted information through the Practice including results, reports, summaries and clinical correspondence relating to patients health and wellbeing
- To be responsible for coding of relevant information into the patients medical records and clinical system
- To be responsible for supporting the processes and responsibilities of the workflow team at the Practice
- To be responsible for the oversight and recording of new medical records into the Practice including assessment of the summaries received and the information contained within them is accurate
- To be responsible for undertaking data inputting duties
- To have oversight of the Practices centralised mailboxes and the efficient action of any correspondence received
- To support the Clinical and general Practice team with additional duties in support of the smooth and effective day to day running of the Practice through the workflow team.
Full details of the responsiblities and role are available in the attached vacancy pack.
Person Specification
Qualifications
Essential
- Educated to GCSE Level / Equivalent
Desirable
- Customer Service Qualification or equivalent experience
- Medical Terminology / Coding Qualification
Experience
Essential
- Experience of working with the General Public both face to face and over the telephone
- Experience of dealing with IT Programmes and systems
- Experience of working to specific business directions / performance indicators
- Experience of working as part of a team with varying roles and responsibilities
Desirable
- Experience using EMIS Web Clinical System / other IT systems associated to primary care
- Experience with workflow / secretarial systems within general practice
- Proven background of read / snomed coding
- Experience of working in a healthcare setting
Skills / Personal Qualities
Essential
- Excellent verbal and written communication skills
- IT Skills including use of Microsoft Packages and an ability to master business specific applications
- Understanding of GDPR, Confidentiality and Data Protection
- High level of accuracy and strong attention to detail
- Confident and able to work with minimal direction
- Application and maintenance of business / practice procedures
- Problem solving with a can do attitude
- Analytical skills
- Ability to follow process and procedures
- Able to work as part of a team
- Effective time management
- Ability to follow policy and guidelines
- Polite and confident
- Flexible and cooperative
- Self-motivated and able to motivate those around you
- Problem solver
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to communicate effectively and understand the needs of the patient
- Effectively utilises resources
- Flexible able to work to the needs of the service and the team
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
Parcliffe Medical Centre
Address
St Annes Health Centre
Durham Avenue
Lytham St Annes
Lancashire
FY8 2EP
United Kingdom
Employer's website
https://www.parcliffemedicalcentre.nhs.uk/ (Opens in a new tab)