Administrator

Abbey Medical Centre; West Midlands; On-site; GBP 20,000 - 26,000; Part time

Job summary

Abbey Medical Centre in the West Midlands is seeking a proactive part-time Workflow/Docman Administrator to support clinicians and ensure timely processing of clinical correspondence.

You'll prioritise urgent letters, maintain accurate patient records using Docman and SNOMED coding, contribute to audits and data quality, and collaborate with GPs, nurses and admin staff to meet service targets.

Responsibilities

• All incoming clinical correspondence via Docman and Workflow systems; scan, code, categorise, and assign correctly.
• Prioritise urgent correspondence and escalate when necessary.
• Maintain accurate patient records in line with practice protocols and information governance.
• Use approved read codes and SNOMED to support safe patient care.
• Identify admin tasks within clinical letters (medication queries, appointments, follow-ups).
• Work with GPs, nurses, pharmacists and admin team to complete workflow tasks.
• Assist with general admin tasks and contribute to audits and data quality.

Job description

We are looking for a proactive, organised, and detail-focused part-time Workflow/Docman Administrator to join our friendly GP Practice team. This is a key role supporting clinicians and ensuring timely, accurate processing of all incoming clinical correspondence. Please note - this advert may close early if enough suitable candidates apply for the position. Working within our friendly, supportive, admin team you will process all incoming clinical documents ensuring they are filed and actioned as appropriate. From these documents, you will prioritise any letters requiring urgent action and complete any related administrative tasks. Using your understanding of the patient record system, patient recalls, coding and reporting requirements for QOF, you will work with the team to ensure the patient record is as accurate as possible. You will work to meet both individual and organisational targets to ensure workload is completed in a timely manner to support our clinicians. Other duties commensurate with the role including auditing and reporting may also be required. Although experience of working in this area is desirable, full training will be available to the right candidate.

Document Management Process

all incoming clinical correspondence via Docman and Workflow systems, ensuring documents are scanned, coded, categorised, and assigned correctly. Prioritise urgent correspondence and escalat when necessary. Maintain accurate patient records, following practice protocols and information governance standards.

Clinical Support

Use approved read codes and SNOMED coding to support safe and efficient patient care. Identify and action administrative tasks within clinical letters e.g., medication queries, appointments, and follow-up actions. Work closely with GPs, nurses, pharmacists, and the admin team to ensure timely completion of workflow tasks.

Administrative Duties

Assist with general administrative tasks related to patient records. Support continuous improvement of workflow processes. Participate in audits and contribute to data quality initiatives. Uphold confidentiality and GDPR compliance at all times.