Data, Workflow and Secretarial Administrator

Data, Workflow and Secretarial Administrator

JOB DESCRIPTION

JOB TITLE:

Workflow, Data and Secretarial Administrator

REPORTS TO:

Practice Director and IT Manager

• Maintain and develop workflow protocols and procedures, ensuring the accurate and timely recording of information within patients' EMIS records.
• Liaise with the external workflow provider to ensure appropriate access to information, systems, and guidance is available to enable accurate and consistent processing of clinical correspondence.
• Monitor the quality of work completed by the external workflow provider, undertaking regular audits and quality checks to ensure compliance with agreed standards, procedures, and service level expectations.
• Support the development and continuous improvement of workflow processes, ensuring all incoming correspondence is captured, scanned, indexed, and managed appropriately within the document management system.
• Produce and analyse data and management reports as requested by the Practice Management Team.
• Support the Medical Secretaries in processing referrals, ensuring compliance with Practice procedures, NHS referral pathways, and local referral criteria.
• Work collaboratively with the Reception Manager to ensure all scanning and workflow processes are completed daily and that appropriate cover arrangements are in place during periods of absence.
• Generate and distribute daily, weekly, monthly, and annual reports to support workflow management, performance monitoring, and data quality activities.
• Identify workflow issues, coding discrepancies, and process improvements, escalating concerns and making recommendations to improve efficiency, compliance, and data quality.
• Accurately code clinical correspondence using SNOMED codes and other approved coding systems, ensuring patient records remain complete, accurate, and up to date.
• Review clinical correspondence received into patients' records and extract, interpret, and record relevant clinical information in line with Practice procedures and coding requirements.
• Provide support and guidance to colleagues regarding the use of Practice clinical systems and workflow processes where required.
• Assist Practice staff with system and IT-related queries, identifying solutions and escalating issues appropriately.
• Support the Administration, Data and Workflow Team with Practice initiatives, quality improvement projects, service developments, and contractual requirements as required.
• Work collaboratively with clinicians and non-clinical staff to support effective workflow management and the delivery of high-quality patient care.

The above list of duties is not exhaustive and may be subject to change as deemed necessary. The post holder may be required to undertake other duties appropriate to the grade and responsibilities of the post, as requested by the Practice Director, Data and IT Manager, or GP Partners.

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers.

They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in…