Workflow Administrator

Primary Care North Cumbria; Wigton; Hybrid; GBP 18,000 - 19,000; Full time

Job summary

Caldbeck Surgery in Cumbria is seeking an efficient workflow administrator to process and code patient correspondence, update records, and support clinic administration. You will work with EMIS Web and NHS systems, ensuring accurate data entry and stock control while adhering to data protection standards.

You will join a small team, report to the practice manager, and help maintain high-quality administrative services across the surgery and primary care network.

Qualifications

• 5 GCSEs including English and Maths (A–C).
• Proficient IT skills and ability to learn new systems.
• NVQ Level 2/3 Diploma in Business Administration or equivalent.
• Medical Terminology qualifications or healthcare experience.

Responsibilities

• Process and code incoming patient correspondence and attach to records.
• Organise clinics, registrations and stock control activities.
• Record data in EMIS Web and use NHS reporting tools.
• Maintain confidentiality and follow practice protocols.
• Identify improvements with workflow colleagues.

Education

GCSEs English & Maths

IT skills (Microsoft packages)

NVQ Level 2/3 Diploma in Business Administration

Medical Terminology qualifications/experience

Tools

EMIS Web

NHS Mail

Referral processes

Job description

As a member of the workflow team, you will be expected to safely process, scan and code all incoming patient correspondence and clinical documentation; ensure patient records are updated accurately and reduce clinical administrative burden on the GP team; assist with stock control for clinical and administrative needs of the practice.

Main duties of the job

Alongside other team members you will deal directly with allcorrespondence coming into the surgery and complete other administration taskssuch as organising immunisation clinics, checking new patient notes and stockcontrol.

You will be using the EMIS clinical system to record patientbased data and use a multitude of web based reporting and screening systems.

More detail on the requirements of the role are listed in the Job Description provided.

About us

Caldbeck Surgery is located on the northern edge of the Lake District National Park, and serves 4,400 patients over 100 square kilometres of rural Cumbria.

We are a team of 30 people, including 5 GP partners, with a strong educational and patient focussed ethos. we are part of the Keswick and Solway Primary care Network, which covers 43,500 patients from the Solway Coast to Keswick and Carlisle.

Job responsibilities

Core Duties and Responsibilities

Processcorrespondence (paper, electronic and email) attaching it to the patientrecord,

Accurately codediagnoses, procedures and investigations, other specific actions as perthe practice protocols

Fulfillingfollow-up actions such as informing a GP, contacting patients to makeappointments.

Identify thecomplex or higher risk areas that require input or knowledge from clinicians(including safeguarding issues)

Completingregistrations (new patients), including Temporary Residents,

Dealing withexternal patient data sources e.g. central databases for screening &immunisation status (Cervical cytology)

Liaising with Hospitals, GP Surgeries, Coroner &other Government/ external departments re patients who have left or died

Dealing withpractice emails e.g. from the out-of-hours service (Cumbria Health),ambulance service

Checking newpatient notes on receipt from other GP Practices checking the summaryfor accuracy, notifying GP/ Dispensary team as necessary

Dealing withphysical notes storage and summarising of paper records

Work to theagreed practice protocols

Work with theworkflow team and other colleagues including Primary Care Network (PCN)colleagues

Contribute to identifyingand acting on potential improvements

Other general admin tasks e.g. dealing with thepost & franking machine, shredding confidential documents, filing,printing, producing documents and any other admin tasks as needed

IT Systems

Recordpatient-related data in our clinical system, Emis Web

Use email bothfor own emails and for generic practice emails

Assist with theupdating of the practice website

Create socialmedia accounts and policies ensuring safe use of social media platforms.

Posthealth information and updates to practice social media accounts as needed

Thepost holder will work with other workflow administrators to prioritise, planand action tasks and report directly to the practice manager.

Thepost holder must maintain the confidentiality of information about patients,staff and organisation business in accordance with the Caldicott principles andwith legal obligations under the Data Protection Act 2018 (the 2018 Act) andthe EU General Data Protection Regulation (GDPR) in respect of data privacyand security. Further details will beprovided in the form of practice policies to successful applicants.

Allemployees have a duty for safeguarding and promoting the welfare of childrenand adults at risk. Staff must be familiar with Cumbria Health SafeguardingPolicy and the process for raising concerns about the welfare of anyone withwhom they have contact. Staff must also ensure they receive the appropriatelevel of safeguarding children and adult training depending on their role.

Person Specification

Qualifications

• 5 GCSEs including grade A to C in English and Maths.
• Good IT skills in Microsoft packages and the ability to learn new IT systems.
• NVQ Level 2 or 3 Diploma in Business Administration or equivalent
• Medical Terminology qualifications or previous experience.

Experience

• Previous administrative experience.
• Excellent communication skills both written and oral.
• Good organisational skills.
• Well-developed interpersonal skills.
• Innovative with the ability to problem solve.
• High attention to detail with a high degree of accuracy.
• Ability to relate to and communicate with people at all levels.
• Self-motivated and enthusiastic.
• Experience with NHS systems, in particular EMIS Web, NHS mail, referral processes.
• Previous experience in a similar role within a healthcare setting.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£12.71 to £13.46 an hourDepending on previous experience