We are a large GP Practice in Oxford, with approximately 25,000 patients, looking to recruit an Administrator with excellent attention to detail and communication skills to join our Workflow team. Working closely with clinical and administrative staff, you’ll help ensure that all clinical correspondence is coded accurately and actioned appropriately, supporting safe, effective, and efficient patient care.

JOB SUMMARY:

To support the efficient running of the practice by ensuring the accurate coding, review, and processing of incoming clinical correspondence (via Docman), enabling safe and effective patient care. The postholder will work as part of a team of Administrators responsible for reviewing, actioning, coding, and filing all clinical documents in line with practice protocols and national guidelines.

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

• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• 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

• Review all incoming Docman clinical correspondence (e.g. hospital letters, discharge summaries, outpatient notes)
• Use established protocols to identify key information and determine appropriate coding
• Ensure coding supports QOF (Quality and Outcomes Framework), local enhanced services, and other clinical targets.
• Action letters as per workflow protocols, directing them to the appropriate clinician or team when follow-up is required
• File documents into patient records promptly and accurately using the clinical system (EMIS Web)
• Maintain close communication with the Admin Manager and other members of the workflow team to ensure consistency and workload balance
• Participate in regular team meetings and contribute to the development of best practice processes
• Maintain the highest standards of patient confidentiality and data protection at all times
• Provide cover for members of the administrative team during periods of sickness and annual leave.