Workflow PA Administrator

This practice is based in Hailsham, East Sussex, providing care for 14,000 patients. The successful candidate must be capable of performing accurately any task requested of them to assist the practice to run smoothly and efficiently. The role will focus on supporting GP’s with their correspondence, dealing with administrative queries and tasks on their behalf. We are looking for someone who is adaptable, organised and able to efficiently prioritise your workload.

We are looking for 24hrs a week to be covered, with some flexibility on days/start times.

Job Purpose

As part of the workflow administration team in the practice, your role of workflow administrator will be to process clinical correspondence safely, ensuring that it is accurately coded. You will ensure you pass appropriate issues to GPs and other members of the practice clinical team in line with agreed clinical protocols. Your role will also include being part of the Safeguarding Admin team and completing admin requests for information to support other agencies.

To include:

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


• Recording diagnoses, procedures and investigations.


• Identifying urgency and carrying out actions or forwarding to appropriate teams.


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


• Working to agreed practice protocols.


• Answering queries from other members of staff.


• Liaise with consultants, technicians and other hospital staff as required


• Complete other admin tasks as required


• Assess and action safeguarding admin requests from local authorities


• File Safeguarding Information as per the protocol, ensuring that information isn’t viewable where applicable.

Safeguarding

Your role will play a large part in the Safeguarding admin requests that the practice receives from social services, requesting medical information in order to assist with their investigations. You will also be expected to file Safeguarding information and documents securely, ensuring that documents that aren’t viewable for online services are filed correctly. Experience with Safeguarding is ideal, but not essential. You will be supported by the Safeguarding Admin Lead and will attend regular Safeguarding meetings internally with the Admin Lead.

Mandatory Requirements

• Good standard of education with at least 4 GCSEs (or equivalent)

Principal Responsibilities

• Sorting and date stamping all incoming patient related mail


• File EDT (Electronic Document Transfer) letters correctly and in accordance with practice protocols


• Reading and identifying documents that can be:

\- Actioned by a workflow administrator following the correspondence management protocol

\- Or workflowed to the appropriate team or clinician.

• Coding patient records accurately following practice protocol.


• Adding the documents in accordance with the protocol to the patients’ notes with the usual clinical attributes and actioning as above.

Other Duties and Responsibilities;

· Take action as requested by other team members and members of staff.

· Take action as requested by Workflow Team Leads.

· Follow practice protocols to ensure consistent and high quality care is provided to our patients.

· Carry out administrative tasks relating to patient records, including filing and document management.

· Although this is not a patient\-facing role, there will be occasions where the post holder is required to deal with a patient query and speak to them directly.

The post holder is expected to;

· Adhere to practice policies and procedures and relevant legislation including the requirements of any professional bodies.

· Attend mandatory training as identified by the practice

· Highlight potential development areas.

This is an evolving role within a developing area of work. Duties and responsibilities may change over time to meet the needs of the practice and patients. The post holder may be required to undertake additional duties appropriate to the role and participate in new areas of work as they are introduced.

Confidentiality:

The post holder must maintain the confidentiality of information about patients’ staff and practice business in accordance with the Data Protection Act 1998 and Caldicott principles.

· 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

Knowledge and Skills

· Excellent communication skills and attention to detail

· Excellent telephone skills and ability to make appointments in an efficient manner

· Knowledge of medical terminology

· Excellent keyboard and computer skills

· Ability to organise and prioritise your workload

· Excellent understanding and adherence to the need for strict confidentiality

· Ability to use your own initiative and resources in making decisions

· Ability to work without direct supervision and determine own workload priorities

· Ability to work as part of an integrated multi\-skilled team

· Able to adapt in a changing environment

Salary dependent on experience.

Job Type: Part\-time

Pay: From £12\.71 per hour

Benefits:

• Company pension


• On\-site parking

Work Location: In person

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