Medical Secretary / Workflow Administrator
| Company: | NHS Jobs |
|---|---|
| Salary: | Negotiable |
| Hours: | Full-time |
| Location: | Kingswinford, DY6 8DN |
| Job type: | Contract |
| Posting date: | 13 Oct 2026 |
| Closing date: | 19 Oct 2026 |
Summary
Job Summary The practice has implemented a workflow programme, whereby workflow administrators are able to code and action up to 80% of clinical correspondence, resulting in more consistent clinical records and enhanced data quality. This role will provide administrative support to the Practice Management Team and all health professionals. The main responsibilities of the post-holder will be to scan and read code relevant information from clinical correspondence and other sources into patient records using the Emis web and docman systems; type letters, referral forms, reports and associated documentation as required; process referrals using the electronic referral system (ERS), to maintain an accurate referrals database whilst working strictly in accordance with the Practice protocols and to process requests for copies of medical records and facilitate online access to medical records. Primary key responsibilities Review all incoming correspondence received by or created within the practice. Ensure all patient related mail is scanned into the patients clinical record daily Identify important medical information that needs to be applied to the patient record Apply policy / protocol to determine whether each document needs to be reviewed by others at the practice Process and code medical and non-medical correspondence as appropriate Culling and sorting new patient records and letters in preparation for summarising Reviewing new patients medical records and producing an accurate summary of the patients medical history. Typing letters, referral forms, reports and associated documentation as required Processing referrals using the electronic referral system (ERS) Maintaining an accurate referrals database Supporting all clinical staff with general administrative tasks as requested Liaise with doctors, patients, secondary care and other staff and outside agencies to resolve any queries or facilitate referrals. Carry out required tasks utilising the EMIS Web functionality Processing requests from external organisations such as the local police, solicitors, DVLA and other agencies Processing SARs and medical record requests and assisting with online access to medical record requests using the iGPR system To action all incoming email Managing all enquires in an effective manner Answering incoming phone calls, transferring calls or dealing with the callers request appropriately Effectively manage nominated areas of responsibility Make suggestions for enhancing the quality of the services that the practice offers Filing and retrieving paperwork To participate in all practice training, as necessary. Confidentiality The organisation 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 must protect patient information and provide a confidential service. Quality and Continuous Improvement (CI) To preserve and improve the quality of the organisations outputs, 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 and to discuss, highlight and collaborate with the team to create opportunities to improve patient care. 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. Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice. All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews. Learning and development The effective use of training and development is fundamental in 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 in, and complete mandatory training as directed. It is an expectation for this post-holder to assess their own learning needs and undertake learning as appropriate. The post-holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences). The post-holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning. Please see job description for further information.