Workflow Techician - Docman Administrator – Maritime Health / College Health ltd
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Workflow Technician
Job Title Workflow Technician - Docman Administrator
Salary Depending on experience
Responsible to Partners
Accountable to Group Operations Manager, Assistant Practice Manager
Contractual Job Type Permanent Position
Full or Part Time hours
Full Time hours - 37.5 per week
Benefits Company pension
Company Medical Insurance
Sick Pay
On-site parking
Experience EMIS and DOCMAN: 6 months (preferred)
Workflow / Docman Technician: 6 months (preferred)
GP Surgery: 1 year (preferred)
Closing Date 01st November 2023 (can be closed sooner - subject to candidates)
This is an exciting opportunity to join our organisation and Partnership as we develop a great team able to innovate and transform delivery of primary care at scale.
In a bid for continued Quality and Safety Improvement, Maritime Health Partnership have a dedicated ‘Workflow Hub Team’ that support the Practice team. This role is an exciting opportunity for highly motivated and flexible individuals, prepared to develop key skills and work at the top of their game and become a key member of the existing team.
The post available is ideally full time 37.5hrs Monday to Friday, however, part time will also be considered for the right candidate. This role will support our whole Practice group as part of a dedicated high functioning team opening up the possibility to grow the role further and support quality, safety and future growth.
The aim of this role is to streamline the flow of clinical correspondence through the organisation, by reducing the number of letters that GPs need to process. This should ensure that GPs are able to give priority to the most appropriate correspondence. In addition this role will also need to be able to provide cover for other admin functions as and when needed.
Successful candidates will be experienced in EMIS and DOCMAN and demonstrate a high standard of diligence and be willing to develop good knowledge of medical terminology, read coding and the processing of clinical correspondence including letters of a high complexity containing risk issues and identify accordingly, accurately and taken action.
You will work under the guidance and governance of the Partners, Senior Management team and a Workflow Team Leader and follow the Workflow Optimisation Flowchart and protocol.
In addition, the new post holder will identify any key clinical data from correspondence, such as new diagnoses, peak flow measures, BP recordings, height, weight, smoking status etc.
You will be trained to read complex correspondence and apply clinical guidelines, identify the information it contains that is relevant to risk and complexity, diagnosis, medication changes, investigations, procedures and identify next actions required.
The successful candidate will also be able to demonstrate that they have a good knowledge of Information Governance and Data Protection as well as demonstrating excellent communication skills with the ability to learn and develop, work smart and at pace, as part of a team, and prioritise your workload.
Job Summary
The practice is a paper-light environment, and the main responsibilities of the post-holder is to safely and effectively manage incoming documents, reports and patient clinical correspondence received by paper and electronic transfer; working as part of a team in accordance with the practice workflow policy and procedures.
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, respecting privacy, dignity, needs and beliefs in an open and inclusive way.
Job Purpose
Your role of Workflow Technician is to work collaboratively with colleagues on the workflow team and support the process of all incoming clinical correspondence safely, ensuring that it is accurately coded and managed in line with role specific training and the organisational Workflow policy and process.
You will also be required to communicate onwards any immediate / urgent issues and or red flags to the GP Consultant (Duty Doctor), GP Partners, Clinical Lead GP, other named GPs and clinical colleagues of the practice multi-disciplinary team in line with agreed clinical protocols.
To include:
- To attend weekly / monthly practice meetings
- To attend and participate in Workflow Technician(s) weekly Forum Meeting
- Workflow of practice correspondence (both paper and electronic) and attaching to patient records.
- Record and read code 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.
- Manage and complete other admin tasks as required
Mandatory Requirements
- A minimum of 6 months EMIS and Docman experience
- Microsoft Office qualification or equivalent experience
Principal Responsibilities
- Excellent time management
- Work prioritisation and ability to recognise urgency
- Sorting and date stamping all incoming patient related mail (if required)
- 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.
- Ensuring incoming letters are viewable on the patient record within a 48/72 hour timescale.
- Adding the documents in accordance with the protocol to a patients’ notes on EMIS with the usual clinical attributes and actioning as above.
- Responding to online access queries to include setting up accounts, updating access, and troubleshooting on patients’ behalf
- Flagging safeguarding concerns and liaising with safeguarding team
- Responding to ‘Did Not Attend’ or ‘Was Not Brought’ letters in line with the Workflow Document Management Policy
- Recognising the clinical escalation process and taking appropriate action and in a timely way.
Other Duties and Responsibilities
- Take action as requested by Senior Management team
- Follow practice protocols to ensure consistent and high quality care is provided to our patients.
