Workflow Coordinator

The Methodist Church in Britain; Lytham St Annes; On-site; GBP 21,000 - 29,000; Full time

Benefits offered by this job

Learning and development opportunities

Full training provided to upskill the”

Job summary

Parcliffe Medical Centre is seeking a full-time Workflow Coordinator to join the Practice Administration Team. You will manage its shared mailboxes, route queries to the right departments, and arrange referrals and follow-ups while ensuring patient data is handled securely in the clinical system.

Role requires GCSE level or equivalent, strong communication, IT proficiency, and attention to detail. Training is provided for scanning/coding tasks and EMIS Web experience is desirable.

Qualifications

• Educated to GCSE level or equivalent.
• Experience with general public via face-to-face or telephone.
• Ability to work within IT programmes and systems and meet performance indicators.

Responsibilities

• Coordinate day-to-day workflow team tasks including email inbox oversight and information distribution.
• Oversee centralised practice mailboxes and ensure timely actioning of correspondence.
• Signpost queries to correct departments and handle incoming calls.
• Arrange referrals and follow-up appointments.
• Code and scan patient information into the clinical system and records.
• Support registration and linking of patients to the practice.
• Provide basic admin support to workflow and secretarial teams.

Skills

Verbal and written communication

GDPR and data protection

Attention to detail

Analytical skills

Time management

Teamwork

IT skills (Microsoft Office)

Education

GCSE level or equivalent

Tools

EMIS Web

Workflow/secretarial systems

Job description

This full-time Workflow Coordinator post sits within the Practice Administration Team at Parcliffe Medical Centre, supporting its Workflow Administration and Secretarial team. The role centres on overseeing the practice's shared mailboxes, directing queries to the right departments and arranging referral and follow-up appointments. It also covers scanning and coding patient correspondence into records, and training is given in these tasks. General practice system experience is preferred but not essential.

What the job involves

• Coordinate the workflow team's day-to-day tasks, including email box oversight, distribution of information, patient engagement and communications
• Oversee the centralised practice mailboxes and make sure correspondence is actioned efficiently
• Signpost queries to the correct departments and answer incoming calls
• Arrange appointments for referrals and follow-ups
• Ensure patient information and correspondence is handled safely and efficiently on to the clinical system
• Manage robust systems for results, reports, summaries and clinical correspondence about patients' health
• Code relevant information into patient records and the clinical system
• Scan information on to patient medical records
• Oversee and record new medical records, checking that summaries received are accurate
• Input data
• Support registration and linking of patients to the practice to maintain records
• Provide basic administration support to the workflow administration and secretarial teams, and support the clinical and general practice team with additional duties

What’s required

Qualifications

• Educated to GCSE level or equivalent

Experience

• Working with the general public face to face and by telephone
• Dealing with IT programmes and systems
• Working to specific business directions or performance indicators
• Working as part of a team with varying roles and responsibilities

Skills & knowledge

• Excellent verbal and written communication, with an understanding of patient needs
• IT skills, including Microsoft packages and the ability to learn business-specific applications
• Understanding of GDPR, confidentiality and data protection
• High accuracy and strong attention to detail
• Applying and maintaining practice procedures and policy guidelines
• Analytical skills and problem solving

Other

• Confident and able to work with minimal direction
• Effective time management and use of resources
• Flexible and cooperative, working to the needs of the service and team
• Polite, confident and sensitive in distressing situations
• Self-motivated with a can-do attitude, and high integrity and loyalty

Nice to have

• Customer service qualification or equivalent experience
• Medical terminology or coding qualification
• Experience using EMIS Web or other primary care IT systems
• Experience with workflow or secretarial systems in general practice
• Read or SNOMED coding background
• Experience of working in a healthcare setting

What’s offered

• Learning and development opportunities across workflow, coding and secretarial work
• Full training provided to upskill the successful candidate