Workflow coordinator

Integrated Care System; London Borough of Harrow; Hybrid; GBP 20,000 - 30,000; Full time

Job summary

A healthcare provider in London Borough of Harrow is seeking an Administrator to streamline clinical correspondence. Responsibilities include managing patient records, ensuring quality care, and performing administrative duties within specified protocols. The ideal candidate will have strong communication skills and experience in a healthcare setting, with a focus on accuracy and confidentiality. Flexible working options are available.

Benefits

Flexible working

Training opportunities

Work/life balance support

Qualifications

• Experience of administrative duties.
• Ability to follow policies and procedures.
• Excellent understanding of Data Protection (GDPR).

Responsibilities

• Manage workflow of practice correspondence.
• Record diagnoses and procedures accurately.
• Identify urgency and take appropriate actions.

Skills

Excellent Communication Skills

Effective time management

Interpersonal skills

Attention to detail

Problem solving

Education

GCSE in Maths and English A to C or equivalent

Tools

Microsoft 365 Suite

Job description

The aim ofthis role is to streamline the flow of clinical correspondence through theorganisation, by reducing the number of letters that GPs need to process. Thisshould ensure that GPs are able to give priority to the most appropriatecorrespondence. In addition this rolemay also need to be able to provide cover for scanning person if needed.

TheAdministrator will follow the Workflow Optimisation Flowchart and protocol.Where appropriate, according to the flowchart, letters will be filed directlyto patient notes by the workflow administrator and where appropriate, morecomplex correspondence will be actioned (by calling patients and arrangingdiagnostic investigation, liaising with other healthcare clinicians, primarilypharmacist if change of medication is needed) or letters should be directed tothe appropriate clinician for their attention. Where there is uncertainty aboutwhether a document can be filed directly, it will be forwarded to a clinicianfor safety.

In addition, the postholder will identify any key clinical data from correspondence, such as newdiagnoses, peak flow measures, BP recordings, height, weight, smoking status,alcohol intake status, blood test results, care plans etc.

Main duties of the job

Workflow of practice correspondence (both paper andelectronic) and attaching to patient records.

Recording diagnoses, procedures and investigations.

Identifying urgency and carrying out actions or forwardingto appropriate teams.

Identifying complex or higher risk areas that require inputor knowledge from the clinical team.

Working to agreed practice protocols.

Answering queries from other members of staff.

Respond to online access requests and queries

Complete other admin tasks as required

About us

We are a forward thinking practice with 18,000 patients operating over 2 sites.

We are a large training practice and supportteaching of medical students as well as trainee nurses. We are also a part ofa local Primary Care Network of other GP practices and are working to developnew and innovative ways of providing quality care for our patient population.

We have 5 partners, 9 salaried GPs, 3Nurses, 1 HCA, 4 pharmacists, pharmacy technician, dietitian,physiotherapist, social prescriber and a mental health practitioner. The practice also has large back office team supporting the clinical teams and patients as well.

We pride ourselves on supporting our employees to achieve work/life balance and organise number of different outings with employees and their family members during the year. Join the team where work is important but so is your wellbeing.

Job responsibilities

KEY DUTIES ANDRESPONSIBILITIES

To improve efficiencies and reduce the number ofpeople processing patient documents

To assign documents to patients clinical recordwithin 48 hours

To add any additional information about the sourceof the document into the patients medical record

Read code accuratelydiagnosis, procedures and investigations, identifying and carrying out actionse.g. contacting patients to make appointments

To forward the documents to the appropriate teammember for actioning which could include GPs, Nurses, Pharmacist, Admin andSecretarial team etc

To store documents in line with the GDPR andpractice regulations

To destroy documents in line with the GDPR andpractice regulations

To liaise with patients to inform them of actionstaken e.g. appointments booked or referral made etc

Follow practiceprotocols to ensure consistent and high quality care is provided to ourpatients

Carry out administrativetasks relating to patient records, including filing and document management

Identify the complex orhigher risk areas that require input or knowledge from the clinical team,including Safeguarding issues, working to the agreed Practice protocols.

Attend any workflowoptimisation training as deemed necessary by the practice

CODING

Identify relevantclinical information contained in patient correspondence

Code or free text theclinical information onto the patient record

Deal with queriesrelating to coding

The above list of dutiesis not exhaustive and may be subject to changes as deemed necessary.

SCANNING DUTIES (when needed to cover for annual/sick leaves)

Process Practicecorrespondence (paper, electronic, email, faxes) attaching it to the patientrecord

Sort and date stamp allincoming patient-related mail.

Scan patient-relateddocuments onto their medical record using read codes as agreed by the clinicalteam

Add any additionalinformation about the source of the document

Forward the document tothe doctor or nurse who initiated the referral or who is most appropriate toreceive the information

Ensure incoming lettersare scanned onto the patient record within a 48/72-hour timescale

Scan all internal paperdocuments on to the relevant patients record and then store the documents inline with surgery procedures.

Person Specification

Experience

• Experience of administrative duties
• Excellent Communication Skills (written and oral)
• Competent in the use of Microsoft 365 Suite
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously.
• Good interpersonal skills
• Problem solving and analytical skills.
• Ability to follow policies and procedures.
• Excellent accuracy of recording information and attention to detail.
• Excellent understanding of Data Protection (GDPR)
• Knowledge and understanding of clinical coding / medical terminology
• Practical experience of computerised recording systems
• Experience of working in a healthcare setting

Qualifications

• GCSE in Maths and English A to C or equivalent

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.

Full-time,Flexible working,Home or remote working