Data, Workflow and Secretarial Administrator
Job summary
Job Overview
We have an exciting opportunity for an enthusiastic and motivated individual to join our Admin, Data and Secretarial Team, working up to 37.5 hours per week.
This role involves overseeing the Practice's clinical workflow and coding processes, ensuring that incoming clinical correspondence is reviewed, processed, and accurately coded so that patient records remain complete and accurate. A significant proportion of this work is outsourced, you will monitor quality and performance to ensure compliance with Practice procedures and data quality standards.
You will also support our Medical Secretaries with tasks and referral processing, to ensure referrals are completed accurately and timely.
Knowledge of clinical coding, data entry requirements, IG, data protection, and confidentiality would be advantageous.
We are looking for a highly organised team player with an excellent work ethic. You should be able to work independently, manage priorities, and contribute positively within a team environment.
Applications are welcomed from candidates with experience in a GP Practice, or wider NHS organisation, with knowledge of clinical workflow processes, patient record management, and NHS referral pathways.
If you are looking for a rewarding role where you can contribute to high-quality patient care through effective workflow, data management, and administrative support, we would love to hear from you.
Main duties of the job
Main Duties of the Role
- Oversee work undertaken by the Practice's external workflow provider, ensuring that standard operating procedures are followed and clinical correspondence is processed accurately.
- Accurately and efficiently code clinical correspondence within the EMIS system, ensuring patient records remain complete and up to date.
- Review clinical correspondence received and extract, interpret, and enter relevant clinical information in line with Practice procedures.
- Undertake regular audits and quality checks of outsourced workflow activity to ensure coding accuracy, compliance with Practice standards and agreed service levels.
- Support the Medical Secretaries with administrative tasks and referral processing, ensuring referrals to secondary care services are completed accurately and timely.
- Review and action administrative tasks generated by GPs and other members of the Practice team following patient consultations and clinical encounters.
- Assist Practice staff with IT related queries, identifying solutions and escalating issues where appropriate.
- Support the Administration, Data and Workflow Team with Practice initiatives, quality improvement projects, contractual requirements, and service development activities.
- Work with colleagues to ensure efficient workflow management, effective patient record maintenance, and the delivery of high-quality patient services.
About us
We are a progressive and friendly 10 GP training Practice and are offering an exciting opportunity to work with us in our purpose built practice in Longridge, in the heart of the Ribble Valley.
We are a committed team consisting of the following roles - GPs, nurses, HCAs, first contact physio, paramedic, pharmacy technician and reception and admin members.
We commend ourselves on our team spirit and ethos and whilst working under immense pressure, we deliver care of a high standard.
We are fortunate to work in excellent premises which have been extended and updated, it is a positive place of work.
We will offer the successful candidate a salary package within the pay range of Agenda for Change band 3, you can join the NHS pension scheme and enjoy holiday entitlement in line with Agenda for Change.
The wellbeing of our team is important to us and we offer many wellbeing incentives, one of which is an on site gym.
Job description
Job responsibilities
JOB DESCRIPTION
JOB TITLE: Workflow, Data and Secretarial Administrator
REPORTS TO: Practice Director and IT Manager
Job Summary :
To undertake a wide range of data management and workflow duties, including the accurate coding of information from patients' clinical records, correspondence received from healthcare providers, and other external sources, in line with Practice policies, standard operating procedures, information governance requirements, and NHS guidelines.
The post holder will oversee the Practice's outsourced workflow processes, ensuring clinical correspondence is processed accurately, efficiently, and within agreed timescales. The role will also provide support to the Medical Secretaries in the management of referrals and associated administrative tasks, contributing to the delivery of a high-quality patient service.
Main responsibilities :
- Maintain and develop workflow protocols and procedures, ensuring the accurate and timely recording of information within patients' EMIS records.
- Liaise with the external workflow provider to ensure appropriate access to information, systems, and guidance is available to enable accurate and consistent processing of clinical correspondence.
- Monitor the quality of work completed by the external workflow provider, undertaking regular audits and quality checks to ensure compliance with agreed standards, procedures, and service level expectations.
- Support the development and continuous improvement of workflow processes, ensuring all incoming correspondence is captured, scanned, indexed, and managed appropriately within the document management system.
- Produce and analyse data and management reports as requested by the Practice Management Team.
- Support the Medical Secretaries in processing referrals, ensuring compliance with Practice procedures, NHS referral pathways, and local referral criteria.
- Work collaboratively with the Reception Manager to ensure all scanning and workflow processes are completed daily and that appropriate cover arrangements are in place during periods of absence.
- Generate and distribute daily, weekly, monthly, and annual reports to support workflow management, performance monitoring, and data quality activities.
- Identify workflow issues, coding discrepancies, and process improvements, escalating concerns and making recommendations to improve efficiency, compliance, and data quality.
- Accurately code clinical correspondence using SNOMED codes and other approved coding systems, ensuring patient records remain complete, accurate, and up to date.
- Review clinical correspondence received into patients' records and extract, interpret, and record relevant clinical information in line with Practice procedures and coding requirements.
- Provide support and guidance to colleagues regarding the use of Practice clinical systems and workflow processes where required.
- Assist Practice staff with system and IT-related queries, identifying solutions and escalating issues appropriately.
- Support the Administration, Data and Workflow Team with Practice initiatives, quality improvement projects, service developments, and contractual requirements as required.
- Work collaboratively with clinicians and non-clinical staff to support effective workflow management and the delivery of high-quality patient care.
- The above list of duties is not exhaustive and may be subject to change as deemed necessary. The post holder may be required to undertake other duties appropriate to the grade and responsibilities of the post, as requested by the Practice Director, Data and IT Manager, or GP Partners.
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 procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety :
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified.
Equality and Diversity :
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development :
The post holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality :
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources.
Communication :
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services :
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate.
Person Specification
Qualifications
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
- NVQ Level 2 in Health and Social Care
Skills and Knowledge
- Excellent communication skills (written and oral)
- Excellent 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
- Use of EMIS clinical system
Personal Qualities
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
- Experience of working with the general public
- Experience of establishing effective office administrative systems
- Medical terminology knowledge and the role of Primary Care in the GP setting.
- Experience of working in a health care setting.
- Data input skills and coding in primary care
- Medical Secretarial experience
- Experience of working in primary care
- Experience of working in a GP practice
- Knowledge and experience of NHS referral pathways
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
Berry Lane Medical Centre
Address
Berry Lane
Longridge
Preston
Lancashire
PR3 3JJ
United Kingdom
Employer's website
https://www.berrylanemedicalcentre.co.uk/