Workflow Lead

Job description

Job responsibilities

Job Title: Workflow Lead

Responsible to: All GP Partners and Management Team

Location: Stone Cross Surgery

Job Purpose

The Workflow Lead is responsible for overseeing and improving the flow of clinical and administrative information throughout the practice. This role ensures that patient documents, correspondence, and digital tasks are processed accurately, safely, and efficiently. The post-holder will use their strong IT skills to support digital systems, streamline workflows, and help reduce clinical administrative burden.

The Workflow Lead acts as the practices expert in workflow processes, providing training, troubleshooting, and continuous improvement, and works collaboratively with the wider team to maintain high standards of data quality and patient care.

Key Duties & Responsibilities ofWorkflow & Document Management

• Lead and manage the workflow process for all incoming clinical correspondence (e.g, hospital letters, discharge summaries, test results).

• Allocate, code, and process documents in line with practice protocols and clinical safety requirements.

• Monitor workflow queues and ensure timely resolution of tasks.

• Identify and escalate clinical concerns appropriately.

IT & Digital Systems Support

• Act as the primary support contact for workflow-related digital systems (e.g, EMIS, Docman, AccuRx).

• Troubleshoot issues with digital workflows and liaise with system suppliers or IT support where required.

• Assist with configuration, maintenance, and optimisation of document management tools.

• Support digital transformation projects aimed at streamlining practice operations.

Training & Staff Support

• Train new and existing staff on workflow protocols, document handling, and digital systems.

• Provide on-the-job support for colleagues using workflow tools.

• Develop and maintain training materials, guides, and process documentation.

Quality, Safety & Compliance

• Ensure accuracy and high levels of data quality, including correct medical coding and record handling.

• Maintain compliance with Information Governance, GDPR, NHS standards, and practice policies.

• Participate in audits, quality improvement projects, and system reviews.

• Proactively identify risks, system issues, or inefficiencies and recommend solutions.

Communication & Teamwork

• Work closely with GPs, nurses, administrators, and managers to ensure smooth operation of clinical workflows.

• Communicate effectively with clinicians regarding document queries or coding requirements.

• Provide regular updates and performance information to the management team.

Person Specification

Essential

• Strong IT proficiency and confidence using digital systems.

• Experience working with workflows, document management, or administrative processes.

• Excellent attention to detail and ability to work with complex information.

• Strong organisational skills with ability to manage workload independently.

• Good communication skills and ability to work well within a team.

• Problem-solving mindset with ability to identify and implement improvements.

• Ability to maintain confidentiality and work within GDPR/IG frameworks.

Desirable

• Experience working in primary care or a GP practice setting.

• Experience using clinical systems such as EMIS, Docman, AccuRx, or similar.

• Knowledge of medical terminology and Read/SNOMED coding.

• Experience delivering training or mentoring colleagues.

• Understanding of NHS operational workflows and administrative processes.

Key Working Relationships

• Practice Manager / Management Team

• GPs Partners and Clinical Team

• Administrative Team

• IT Support Providers

• External system suppliers (if required)

General Responsibilities

• Promote a positive and professional image of the practice.

• Follow all practice policies and procedures.

• Attend meetings, training sessions, and mandatory updates.

• Support the delivery of safe, high-quality patient care.

• Undertake any other duties consistent with the role and practice requirements.

Person Specification

Qualifications

• Good general level of education (e.g., GCSEs including English)
• Evidence of ongoing professional development

• IT-related training or qualifications
• Training in medical administration or clinical coding

Experience

• Experience using IT systems in an administrative or healthcare setting
• Experience managing workflows, processes, or document handling
• Experience working in a busy office or customer-facing environment

• Experience providing training or supporting colleagues with systems
• Experience using primary care systems (EMIS//Docman/AccuRx)
• Experience working in a GP Practice or NHS service
• Experience with medical terminology or clinical coding (SNOMED/Read)

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

Stone Cross Surgery

Address

Mimram Road

Stone Cross

Pevensey

East Sussex

BN24 5DZ

Employer's website

https://stonecrosssurgery.co.uk/