Primary Care Workflow (Docman) Administrator

We are seeking a motivated and enthusiastic individual to join our Clinical Administration team as a Primary Care Workflow (Docman) Administrator. You will be responsible for the efficient and accurate processing of incoming clinical correspondence and documents through our electronic document management system (Docman).

Main duties of the job:

• Process incoming clinical correspondence 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.

Benefits:

• Good benefits package
• Opportunity to work in a supportive and collaborative environment with a diverse committed workforce

Person Specification:

• 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
• Previous administrative experience, ideally within a healthcare or NHS Primary care setting
• Experience of clinical coding (Read codes/SNOMED CT), and knowledge of NHS primary care structures and terminology
• Experience using clinical or document management systems (e.g., Docman, EMIS, Anima or any other documents workflow system)