Primary Care Workflow (Docman) Administrator

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 Line 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. Job description Job responsibilities 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 Line 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.