Primary Care Workflow (Docman) Administrator

NHS Jobs; Slough; On-site; GBP 22,000 - 28,000; Full time

Job summary

NHS Jobs in Slough is seeking a Primary Care Workflow (Docman) Administrator to manage incoming clinical correspondence, scanning, indexing and correct patient matching in EMISWeb. You will code clinical information using Read/SNOMED CT codes, escalate urgent cases, monitor backlogs, and maintain audit trails in line with information governance and GDPR.

You'll liaise with hospitals and community services, support staff training, and perform other admin duties to keep the practice running

Qualifications

• Experience using Docman workflow systems in primary care or hospital settings.
• Knowledge of clinical coding using Read/SNOMED CT codes.
• Understanding of GDPR and information governance requirements.

Responsibilities

• Process incoming clinical correspondence via Docman workflow.
• Scan, upload, and index documents into EMISWeb with correct patient matching.
• Code clinical information using Read/SNOMED CT codes in line with standards.
• Escalate urgent or safeguarding-related correspondence per practice protocol.
• Monitor outstanding workflow tasks and follow up on overdue items.
• Maintain audit trails of document handling to meet governance requirements.
• Liaise with hospitals and community services to resolve queries.
• Support training for new staff on Docman workflow processes.
• Undertake other administrative duties to support the practice team.

Skills

SNOMED CT coding

Read codes

Information governance

Tools

EMISWeb

Docman

Job description

Primary Care Workflow (Docman) Administrator

Process incoming clinical correspondence (letters, discharge summaries, referral responses, results, safeguarding alerts) via the Docman workflow system in a timely and accurate manner. Scan, upload, and index documents into the clinical system (EMISWeb) ensuring correct patient matching and document type classification. Code clinical information accurately using appropriate Read/SNOMED CT codes in line with practice and national coding standards. Workflow documents to the correct clinician or team for review and action, escalating urgent or safeguarding-related correspondence immediately in line with practice protocol. Monitor outstanding workflow tasks and follow up on overdue items to ensure timely completion and avoid patient safety risks. Maintain accurate audit trails of document handling in accordance with information governance and CQC requirements. Liaise with hospitals, community services, and other healthcare providers to resolve queries relating to correspondence or missing information. Support the practice's compliance with UK GDPR and the Data Protection Act 2018 in the handling of confidential patient information. Identify and report any workflow backlogs, system issues, or process inefficiencies to the Line Manager. Assist with the training and support of new staff in relation to Docman workflow processes as required. Undertake other administrative duties as reasonably required to support the practice team.