• Hours: 32 – 37 hours per week
• Salary: £12.21 per hour
• Contract: Permanent
• Holiday Entitlement:  22 days (full time equivalent) after 5 years continuous service entitlement will increase to 25 days.
• Location: Shoreham Health Centre

Overview

The following are the core responsibilities of the Workflow Administrator:

• Accurately input and record health information via EMIS Web clinical system into the patient record
• Identify relevant clinical information, documented in patient correspondence, input appropriately and complete any detailed actions
• Manually import documents from email that are not automatically imported to the clinical system
• Prioritise workload to ensure actions from the document are completed in a timely manner
• Scan patient related documentation and attach scanned documents to the patient’s healthcare record
• Support all clinical staff with general administrative tasks, as required
• Identify complex or high risk information, regarding the patient, including possible safeguarding requirements that will need clinical input
• All responsibilities will be working to the team’s protocol

In addition to the primary responsibilities, the Workflow Administrator may be requested to:

• Review and update the practice coding policy as required (in collaboration with the Workflow Team Lead)Partake in audit as directed by the audit lead
• Attend staff meetings when required
• Undertake agreed safety checks, investigate incidents and adhere to new safety checks
• Work closely with the practice administrators and clinical team to ensure a safe and high quality service is provided to the practice

Job Summary

To be responsible for the read coding of relevant information into the patient’s electronic health care records on the EMIS clinical system, adhering to the practice coding policy. In addition, the post-holder will also support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice.

Primary Responsibilities

The following are the core responsibilities of the Workflow Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Accurately read coding data on EMIS Web clinical system into the patient record
• Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed actions
• File and store records as required
• Photocopy documentation as required
• Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
• Input data into the patient’s healthcare records as necessary
• Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
• Liaise with patients regarding queries or follow up appointments
• Support all clinical staff with general administrative tasks as requested
• Summarising patient paper notes onto the clinical system
• Identify the complex or higher risk area that require input or knowledge from the clinical team, including safeguarding issues
• Maintain a clean, tidy, effective working area at all times

Secondary Responsibilities

In addition to the primary responsibilities, the Workflow Administrator may be requested to:

• Review and update the practice coding policy as required (in collaboration with the Workflow Team Lead)
• Partake in audit as directed by the audit lead
• Book appointments
• Partake in staff meetings when required
• Undertake agreed safety checks, investigate incidents, and identify new or changes in those safety checks
• Work closely with the practice administrators and clinical team to ensure a safe and high quality service is provided to the practice

Generic Responsibilities

All staff at Adur Health Partnership have a duty to conform to the following:

Equality, Diversity and Inclusion

A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others and to co-operate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (Workplace) Regulations 1999 and other statutory legislation.  

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that, if the legal requirements are to be met and the trust of our patients is to be retained, all staff protect patient information and provide a confidential service.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.  

Induction training

On arrival at the practice all new personnel are to complete a practice induction programme. This is managed by the HR and Education & Training departments.

Learning and development

The effective use of training and development is fundamental to ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme.  Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately enable them to improve processes and service delivery.  

Collaborative working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is also essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service delivery

Staff at Adur Health Partnership sites must adhere to the information contained within practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks with anyone and they are to ensure that restricted areas remain effectively secured.

Professional conduct

At Adur Health Partnership sites staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Person Specification

Qualifications 

• Educated to GCSE level or equivalent - Essential
• GCSE Mathematics & English (C or above) - Desirable
• NVQ Level 2 in Health and Social Care - Desirable

Experience

• Experience of working with the general public - Essential
• Experience of administrative duties - Essential
• Experience of working in a health care setting - Desirable

Skills

• Familiar with medical terminology - Desirable
• Excellent communication skills (written and oral) - Essential
• Strong IT skills - Essential
• Clear, polite telephone manner - Essential
• Competent in the use of Office and Outlook - Essential
• EMIS user skills - Desirable
• Understanding of clinical coding - Desirable
• Effective time management (Planning & Organising) - Essential
• Ability to work as a team member and autonomously - Essential
• Good interpersonal skills - Essential
• Problem solving & analytical skills - Essential
• Ability to follow policy and procedure - Essential

Personal Qualities

• Personal Qualities - Essential
• Polite and confident - Essential
• Flexible and cooperative - Essential
• Motivated - Essential
• Forward thinker - Essential
• High levels of integrity and loyalty - Essential
• Sensitive and empathetic in distressing situations - Essential
• Ability to work under pressure - Essential
• Other requirements - Essential

Other Requirements

• Flexibility to work outside of core office hours - Essential
• Disclosure Barring Service (DBS) check - Essential
• Occupational Health clearance - Essential