Job Description: Medical Workflow Administrator
Department: Reception
Reports To: Operations Manager
Job Purpose
To provide high-quality administrative support to the GP practice while ensuring that patient medical records are accurately summarised, coded, and maintained. The post holder will contribute to the efficient running of the practice by processing clinical information, maintaining confidentiality, and supporting the wider administrative team.
Hours: 35- 37.5 hours - job share may be considered
Key Responsibilities
Clinical Summarising
- Summarise and accurately record relevant clinical information from new patient records into the practice clinical system
- Review incoming patient records and identify significant past medical history, diagnoses, medications, allergies, immunisations, and procedures
- Apply accurate clinical coding using the practice's approved coding system
- Ensure patient records are complete, accurate, and up to date
- Escalate any discrepancies, safeguarding concerns, or clinically significant information to the appropriate clinician
Administrative Duties
- Process incoming and outgoing correspondence
- Scan and file clinical documents into electronic patient records
- Manage patient registrations and deductions
- Maintain accurate patient demographics
- Support prescription administration processes where appropriate
- Document workflow and task management
- Provide general administrative support to clinicians and the practice team
- Answer telephone calls and respond to queries as required
- Assist with medical secretary cover where needed
Information Governance
- Maintain strict patient confidentiality in accordance with GDPR, NHS policies, and practice procedures.
- Ensure all records are handled securely and accurately
- Report any data quality issues promptly
Quality and Compliance
- Follow practice policies and standard operating procedures
- Participate in audits relating to clinical coding and record quality
- Contribute to continuous improvement of administrative processes
- Maintain mandatory training and participate in annual appraisals
Person Specification
Essential
- Experience of working with the General Public
- Experience of administrative duties
- Excellent attention to detail and accuracy
- Good IT skills, including Microsoft Office and GP clinical systems
- Strong organisational and time management skills
- Ability to prioritise workload and meet deadlines
- Excellent written and verbal communication skills
- Ability to work independently and as part of a team
- Understanding of confidentiality and data protection requirements
Desirable
- Previous experience in an NHS GP practice or healthcare administrative environment
- Experience of summarising patient records and clinical coding
- Knowledge of SNOMED CT clinical coding
- Experience using GP clinical systems such as EMIS Web
- Understanding of QOF and primary care processes
- Medical terminology knowledge
- Experience of NHS administrative procedures
Other tasks
This job description does not represent an exhaustive list of duties and responsibilities and it may be amended in light of any organisational and development requirements of the Practice.
Cover for holidays and sickness as and when it is needed.
Job Type: Part-time
Pay: From £13.20 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- On-site parking
Experience:
- Medical Receptionist: 1 year (required)
Work Location: In person
