About this role
Job summary
Knutsford Medical Partnership is a PCN comprising of 3 primary medical sites and 2 secondary ones. We have a patient base of approximately 24,000. We are looking for a keen, enthusiastic and professional Workflow Optimiser to join our hub of 8 staff, based at Manchester Road Medical Centre. The current vacancy is for 15 hours per week, over two days. Experience in the role would be preferred, but is not essential as training will be provided.
Main duties of the job
The aim of the Workflow Optimiser is to streamline the flow of clinical correspondence through the organisation, by reducing the number of letters that clinicians need to process. This should ensure that clinicians are able to give priority to the most appropriate correspondence. The candidate will also need to be able to provide cover to the rest of the team as and when needed. The Optimiser will follow the Workflow Optimisation training programme and protocol.
The post-holder is expected to:
Identify relevant clinical information contained in patient correspondence
Code the clinical information on to the patient record/task clinicians as required
Deal with queries relating to coding
Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies
Attend mandatory training as identified by the practice
About us
Knutsford Medical Partnership's mission statement:
Empowering our community with innovative high quality care.
We will:
Put patient and staff welfare at the heart of all we do. Nurture a culture which is forward thinking and adaptable. Work with our community to support living well.
Job description Job responsibilities
The Optimiser will follow the Workflow Optimisation training programme and protocol. Where appropriate, according to training, letters will be 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. Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety.
In addition, the post holder will identify any key clinical data from correspondence, such as new diagnoses, peak flow measures, BP recordings, height, weight, smoking status etc.
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 as delegated by the doctors and non- clinical staff
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
Reception, administration & secretarial Team - daily, with all aspects of work
DUTIES AND RESPONSIBILITIES
Take action as directed by other team members
Follow practice protocols to ensure consistent and high quality care is provided to our patients
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
SCANNING DUTIES
Sort and date stamp all incoming patient-related mail.
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.
CODING
Identify relevant clinical information contained in patient correspondence
Code or free text the clinical information on to the patient record
Deal with queries relating to coding
WORKFLOW AND CLINICAL REQUIREMENTS
Process Practice correspondence (paper, electronic, email) attaching it to the patient record
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.
The post holder will be subject to audit by the Senior Partner to ensure compliance with the training and protocol.
Person Specification
Qualifications Essential
GCSE (or equivalent) grade A to C in English and Maths
Desirable
Practice Unbound Training Module Medical Terminology
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 Knutsford Medical Partnership
Address Knutsford Medical Partnership
27-31 Manchester Road
Knutsford
Cheshire
WA16 0YL
United Kingdom
Employer's website https://knutsfordmedicalpartnership.co.uk/ (Opens in a new tab)