Data, Workflow and Secretarial Administrator

Allscreens Nationwide Ltd; Preston; On-site; GBP 22,000 - 28,000; Full time

Job summary

Allscreens Nationwide Ltd is seeking a Data, Workflow and Secretarial Administrator to support the smooth operation of the practice. You will maintain EMIS records, manage workflow with an external provider, and ensure accurate data capture across clinical correspondence.

Key duties include audits, generating reports, aiding referrals, and collaborating with reception and IT to safeguard data quality and timely processing for high-quality patient care.

Responsibilities

• Maintain and develop workflow protocols, ensuring accurate EMIS records.
• Liaise with the external workflow provider for access to information and guidance.
• Monitor quality of work, undertake audits and quality checks against standards.
• Support workflow processes, ensuring all incoming correspondence is scanned and indexed in the document management system.
• Produce and analyse data and management reports as requested by the Practice Management Team.
• Support Medical Secretaries with referrals, following NHS pathways and local criteria.
• Collaborate with Reception Manager to complete daily scanning/workflow tasks and cover during absences.
• Generate and distribute daily, weekly, monthly, and annual reports for workflow management and data quality.
• Identify workflow issues and coding discrepancies; propose improvements to enhance efficiency and data quality.
• Accurately code clinical correspondence using SNOMED and other approved coding systems.
• Review clinical correspondence and record relevant information in line with procedures.
• Provide guidance to colleagues on Practice clinical systems and workflow processes.
• Assist Practice staff with IT-related queries and escalate issues appropriately.
• Support the Administration, Data and Workflow Team with initiatives, quality projects and contractual requirements.
• Work with clinicians and non-clinical staff to support effective workflow management and high-quality patient care.

Job description

Data, Workflow and Secretarial Administrator

JOB DESCRIPTION JOB TITLE: Workflow, Data and Secretarial Administrator REPORTS TO: Practice Director and IT Manager

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.

Additional Duties

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.