Primary Care Workflow (Docman) Administrator

The Methodist Church in Britain; Slough; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Benefits package

Job summary

Farnham Road Medical Group is seeking two Docman Administrators to join its Clinical Administration team. You will process incoming clinical correspondence, scan and code documents in EMISWeb, and route urgent items to clinicians while travelling between the four practice sites.

Essential are Level 5 qualifications and Read/SNOMED CT coding experience. You will support governance, GDPR compliance, and train new staff on Docman workflows as required.

Qualifications

• Level 5 qualification or equivalent professional experience.
• NVQ/QCF in Business Administration or equivalent.

Responsibilities

• Ensure all clinical correspondence is scanned, coded, workflowed and actioned promptly.
• Process incoming clinical correspondence through Docman promptly and accurately.
• Scan, upload and index documents into EMISWeb, matching each to the correct patient and document type.
• Code clinical information using Read and SNOMED CT codes, following standards.
• Route documents to the right clinician or team, escalating urgent items.
• Track outstanding workflow tasks and chase overdue items.
• Maintain audit trails for information governance and CQC requirements.
• Coordinate with hospitals and other providers to resolve queries.
• Support GDPR and Data Protection Act compliance in handling patient data.
• Report backlog and system faults to the manager.
• Train and support new staff in Docman workflows.
• Carry out other admin duties as required.

Skills

Attention to detail

Organisational skills

Time management

IT literacy

Confidentiality

Teamwork

Education

Level 5 qualification

NVQ/QCF in Business Administration

Tools

Docman

EMISWeb

Anima

Job description

Two Workflow (Docman) Administrators join the 22-strong Clinical Administration team at Farnham Road Medical Group, a large NHS GP training practice. The work centres on processing incoming clinical correspondence, scanning, indexing and coding it in EMISWeb, and routing urgent items to clinicians. Post-holders are expected to travel between the practice's four sites, so the role suits someone comfortable moving across locations. Read or SNOMED CT coding experience and a Level 5 qualification are both essential.

What the job involves

• Ensure all clinical correspondence is scanned, coded, workflowed and actioned promptly, in line with practice protocols, to keep patients safe
• Process incoming clinical correspondence (letters, discharge summaries, referral responses, results, safeguarding alerts) through Docman promptly and accurately
• Scan, upload and index documents into EMISWeb, matching each to the correct patient and document type
• Code clinical information using Read and SNOMED CT codes, following practice and national standards
• Route documents to the right clinician or team, escalating urgent or safeguarding items immediately under practice protocol
• Track outstanding workflow tasks and chase overdue items to avoid patient safety risks
• Keep audit trails of document handling that meet information governance and CQC requirements
• Contact hospitals, community services and other providers to resolve queries or missing information on correspondence
• Support compliance with UK GDPR and the Data Protection Act 2018 when handling confidential patient information
• Report workflow backlogs, system faults and process inefficiencies to the manager
• Train and support new staff in Docman workflow processes as required
• Carry out other administrative duties as reasonably required by the practice team

Qualifications

• Level 5 qualification (such as a foundation degree, HND or HE diploma) or equivalent professional experience
• NVQ/QCF in Business Administration or equivalent

Experience

• Previous administrative experience, ideally in healthcare or NHS primary care
• Clinical coding experience (Read codes/SNOMED CT) and knowledge of NHS primary care structures and terminology, such as QOF and e-Referral Service
• Experience of clinical or document management systems (such as Docman, EMIS or Anima), or willingness to train
• Excellent attention to detail and accuracy when handling clinical information
• Ability to work independently and as part of a multidisciplinary team under pressure

Skills & knowledge

• Good understanding of, and commitment to, patient confidentiality and information governance
• Strong organisational skills, prioritising high volumes of tasks and meeting deadlines
• Initiative and excellent timekeeping
• Competent IT skills and advanced knowledge of Microsoft Office
• Good standard of literacy and numeracy

Nice to have

• Previous experience using Docman workflow software

What’s offered

• Benefits package, detailed in the attached documents