Primary Care Workflow (Docman) Administrator

Overview

Would you like to join our friendly and resolute team of clinicians and non-clinicians at a large NHS general practice based in Slough, Berkshire?

We are seeking to appoint one motivated and enthusiastic individual with understanding of clinical terminology and coding systems experience to join our Clinical Administration team within the practice as an experienced Workflow (Docman) Administrator. We offer, in addition to your salary, a good benefits package, as well as the opportunity to work in a supportive and collaborative environment with a diverse committed workforce from different ethnic backgrounds which helps to ensure the quality of our services to our patients are to a high standard.

About the Practice

Farnham Road Medical Group (FRMG) is an outstanding large training GP practice that is approved by NHS England (Health Education England). With four clinical sites based in Slough, we now have a team of over 100 people looking after 38,730 patients. The practice is committed to innovation in providing high quality health care for our patients and a protected working and learning environment for our staff. Our team includes pharmacists, nurses, Physician Assistants, paramedics, MSK practitioners, Mental Health Practitioners, social prescribers, and care coordinators as well as GPs and a large Patient Services team. This resolute team provides an evolving healthcare and medical service to meet the varying needs of our patients and, in turn, provides what we believe is a sustainable model of modern General Practice. We have expanded our expertise and have transformed how we provide medical services to Slough’s diverse population.

We have an overarching vision of ‘Caring for patients and valuing our people’ and providing services that tailor to their needs. We strive to achieve through brilliant leadership, teamwork, communication, problem-sharing and solving, training, education, and continued development.

Duties

• To ensure that all clinical correspondence is scanned, coded, work flowed and actioned in a timely manner in line with practice protocols, safeguarding patients’ safety and supporting high-quality clinical care.
• Process incoming clinical correspondence (letters, discharge summaries, referral responses, results, safeguarding alerts) via the Docman workflow system in a timely and accurate manner.
• Scan, upload, and index documents into the clinical system (EMISWeb) ensuring correct patient matching and document type classification.
• Code clinical information accurately using appropriate Read/SNOMED CT codes in line with practice and national coding standards.
• Workflow documents to the correct clinician or team for review and action, escalating urgent or safeguarding-related correspondence immediately in line with practice protocol.
• Monitor outstanding workflow tasks and follow up on overdue items to ensure timely completion and avoid patient safety risks.
• Maintain accurate audit trails of document handling in accordance with information governance and CQC requirements.
• Liaise with hospitals, community services, and other healthcare providers to resolve queries relating to correspondence or missing information.
• Support the practice's compliance with UK GDPR and the Data Protection Act 2018 in the handling of confidential patient information.
• Identify and report any workflow backlogs, system issues, or process inefficiencies to the Practice Manager.
• Assist with the training and support of new staff in relation to Docman workflow processes as required.
• Undertake other administrative duties as reasonably required to support the practice team.

Qualifications

• Previous administrative, ideally within a healthcare or NHS Primary care settings.
• Experience of clinical coding (Read codes/SNOMED CT), and knowledge of NHS primary care structures and terminology (e.g., QOF, referral, e-Referral Service).
• Experience using clinical or document management systems (e.g., Docman, EMIS, Anima or any other documents workflow system) or willingness to undertake training.
• Excellent attention to detail and accuracy when handling clinical information.
• Ability to work independently and as part of a multidisciplinary team to perform effectively under pressure with diligence skills.
• Good understanding of, and commitment to patient confidentiality and information governance.
• Strong organisational skills with the ability to prioritise a high volume of tasks and meet deadlines.
• Be initiative-taking with excellent timekeeping.
• Competent IT skills and exceptional knowledge of Microsoft Package.
• Good standard of literacy and numeracy.
• Previous experience specially using Docman workflow software is desirable.

Professional Qualifications

• Level 5 qualification (i.e. Diploma of higher education, Diploma of further education Foundation degree, Higher National Diploma or equivalent professional experience.
• NVQ/QCF in Business Administration or equivalent.

You will be a member of the Clinical Administration Team of twenty-two staff within the Practice and be a part of the wider Practice team and support the delivery of the Practice’s ambitions to deliver care of the highest quality and safety. You will be responsible for the efficient and accurate processing of incoming clinical correspondence and documents through the practice’s electronic document management system (Docman). You will be based at Farnham Practice but would be expected to travel to our other locations within Slough, to provide an efficient service to ensure the smooth and efficient running of the Clinical Administration department within the practice. The job description, Person Specification, and benefits package for the role are attached.

Pay: £16.00 per hour

Benefits:

• Free parking

Work Location: In person