SCGP mission statement and values:
PASSIONATE ABOUT HEALTH – COMPASSIONATE WITH PEOPLE
Our vision is to be a bold and innovative general practice which is integrated in the community and delivers quality care in partnership with our patients.
All members of the SCGP team are dedicated to providing a quality service in order to achieve safe health services, which meet patient needs.
Good general practice is based on good doctor and patient relationships requiring trust and mutual respect. We believe this is basic to good patient care. We work in a partnership with our patients.
We have an exciting opportunity for a full time Workflow Administrator to join our Workflow Team based at Tudor Practice.
1. Job Role
The aim of this role is to streamline the flow of clinical correspondence through the organisation, by reducing the number of letters that GP’s need to process. This should ensure that GPs are able to give priority to the most appropriate correspondence. This will include emails and clinical tasks.
The Administrator will follow the Workflow Optimisation Flowchart and protocol. Where appropriate, according to the flowchart, content of the letters will be Read Coded appropriately and either filed directly to patient notes by the workflow administrator and where appropriate, more complex correspondence will be directed to the appropriate clinician for their attention and requests passed onto the relevant team member. Where there is uncertainty about whether a document can be filed directly, it will be forwarded to a clinician for safety.
The post holder will identify and Read code any key clinical data from correspondence, such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information e.g. BP recordings, height, weight etc.
2. Main Job Purpose
- To ensure that all incoming and internal patient correspondence is stored on/in the patients’ medical record and relevant information is coded.
- To be able to locate documents as needed by the clinical and non-clinical staff
- To carry out administrative related tasks within the administration team as delegated by the doctors and Practice Manager
3. Key Working Relationships
The range of individuals and organisations the post holder has contact with, how regularly and for what purpose:
- Doctors, Nurses, HCA - Daily, where relevant to documents scanning and other administrative duties
- Administration & Secretarial Team - Daily, with all aspects of work
4. Duties and responsibilities
- Carry out administrative tasks relating to patient records, including filing, document management and ensuring patients can access reports, prescriptions and that they are easily accessible.
- Scanning, coding incoming clinical correspondence.
- Taking actions where appropriate, including forwarding it to another member of the team or passing to GP for action if clinically required.
- Attend any workflow optimisation training as deemed necessary by the practice
- Take action as directed by other team members
- Follow practice protocols to ensure consistent and high quality care is provided to our patients
5. Scanning duties
- Sort and date stamp all incoming patient-related mail.
- Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
- Add any additional information about the source of the document
- Forward the document to the doctor or nurse who initiated the referral or who is most appropriate to receive the information
- Ensure incoming letters are scanned onto the patient record in a timely manner.
- Scan all internal paper documents on to the relevant patients’ record and then store the documents in line with surgery procedures.
6. Read coding
- Identify relevant clinical information contained in patient correspondence
- Code and if appropriate free text the clinical information on to the patient record
- Deal with queries relating to coding
7. Workflow main duties
- Process Practice correspondence (paper, electronic, email) attaching it to the patient record
- Read code accurately diagnosis, procedures and investigations, identifying and carrying out actions or passing actions to the relevant team member e.g. contacting patients to make appointments or completing referrals
- Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols.
If this sounds like a role that you would be interested in and have the relevant skills, knowledge and experience, then we'd love to hear from you.
Confidentiality:
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.
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.
If upon you joining SCGP, you are currently a patient at one of the SCGP practices, you will be asked to transfer to a different practice. During your probation, unless there is no other alternative available for you, you will be expected to transfer to another practice to ensure that you are not treated by a colleague.
This is a role that is not eligible for sponsorship.
Full time working hours are Monday to Friday 0800 - 1600
Total: 37. 5 hours per week, 30 mins unpaid lunch each day
Closing date: Monday 3rd August 2026
Job Types: Full-time, Permanent
Pay: £12.71 per hour
Work Location: In person
