Workflow Processing Lead

Incoming Correspondence

Process all Clinical incoming correspondence

received via Docman/BetterLetter/Post and other approved NHS systems within

agreed timescales.

Ensure correspondence is filed accurately within

the patient's electronic medical record and rejected/duplicated letters are

processed.

Identify urgent or clinically significant

information and escalate promptly in accordance with practice protocols (Duty

GP).

Forward correspondence requiring clinical action

to the appropriate clinician or member of staff.

Maintain workflow queues to ensure

correspondence is processed efficiently.

Identify and prioritise safeguarding-related

correspondence, liaising with the Safeguarding Lead to ensure it is reviewed

and actioned promptly in line with practice procedures.

Clinical Coding

Ensure diagnoses, long-term conditions,

procedures, investigations and other relevant information are coded

consistently and accurately or assigned to a clinician appropriately for action

in line with practice protocols.

Code information to support QOF, Enhanced

Services, recall programmes and population health management.

Raise any coding uncertainties with the Clinical

Coder/GP Partner before processing.

Non-NHS Private Work and SARs

Process and coordinate private medical reports,

letters, insurance forms, medicals and other non-NHS requests in line with

practice procedures and agreed timescales.

Liaise professionally with patients, solicitors,

insurers, employers and other organisations regarding requests, fees,

documentation and progress.

Process Subject Access Requests (SARs) in

accordance with GDPR and practice procedures, ensuring requests are logged,

tracked and completed within the required timescales.

Ensure appropriate fees are applied, payments

are requested and received and outstanding private work is followed up

promptly.

Use IGPR (Information Governance

and Patient Record) processes to support the accurate and

secure retrieval, review and disclosure of patient information.

Keep clear and accurate records of all private

work and SARs, monitor requests through to completion and ensure

confidentiality, GDPR and practice policies are maintained.

Oversee workflow processes

Take responsibility for monitoring

correspondence, coding and private work queues, ensuring tasks are

appropriately prioritised, allocated and completed within agreed timescales.

Monitor workflow volumes, turnaround times and

outstanding work, identifying bottlenecks or recurring issues and working with

the Practice Manager to improve processes and efficiency.

Provide guidance, training and support to

colleagues involved in workflow processes, helping to maintain consistent

standards, identify training needs and develop staff capability across

correspondence, coding and private work.

Joining St Andrews Medical Centre means becoming part of a

friendly, supportive, and highly collaborative team that is committed to

delivering outstanding patient care.

We pride ourselves on maintaining a positive and inclusive

working environment where teamwork, open communication, and mutual support are

at the heart of everything we do.

We are committed to supporting your professional development

and encourage ongoing learning through training opportunities, mentorship, and

career progression. We recognise the importance of maintaining a healthy

work-life balance and strive to create a workplace where staff feel

appreciated, empowered, and able to thrive.

If you are looking to join a practice where you can make a

genuine difference, be supported by your management team and work in an environment

that values collaboration and continuous improvement, we would love to hear

from you.

Experience