Data, Workflow and Secretarial Administrator

• 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.

• 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.

• 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.

• 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.

• 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.

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly.

• 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.

Essential

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)

Desirable

• NVQ Level 2 in Health and Social Care

Essential

• 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

Desirable

• Use of EMIS clinical system

Essential

• 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

Essential

• 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

Desirable

• Experience of working in primary care
• Experience of working in a GP practice
• Knowledge and experience of NHS referral pathways