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Kilburn Park Medical Centre

DOCMAN/Referral Administrator

The closing date is 30 June 2025

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Job summary

Kilburn Park Medical has just moved into brand-new, purpose-built premises, providing a modern and professional environment to welcome and support our patients. Its a great time to join a forward-thinking practice as we begin this exciting new chapter.

We're looking for an experienced Administrator with DOCMAN and referralsto join our team to provide administrative support to members of the primary health care team.

You'll work closely with a supportive and welcoming team who are committed to providing high-quality patient care.

Main duties of the job

  • The main duties of this role involve coding and summarising clinical data from a range of sources into patient records, ensuring all entries meet BMA Good Practice Guidelines. You will be responsible for accurately attaching correspondence from external sources to the correct records, checking data for accuracy, and transferring information from paper records onto the clinical system. This includes managing the culling of notes where necessary.

    You will help ensure the clinical system is kept up to date with accurate patient information and that all documentation linked to patient care is completed correctly. The role also involves collecting and maintaining statistical data for regular and ad hoc reporting. Youll keep system reviews updated, stay informed about changes to read codes, and handle tasks through EMIS and Docman. Administrative responsibilities include managing the patient recall system and distributing internal communications.

    Good communication skills are essential, as youll liaise with both internal colleagues and external contacts. Youll also be expected to understand GP contract requirements, support the training of new staff as directed, attend relevant practice meetings, and complete any required training. Other tasks may include general administrative support such as photocopying, scanning and filing, as needed.

    • About us

    Kilburn Park Medical Centre is a well-established GP practice located in Kilburn, London, serving a diverse patient population. The practice is committed to providing high-quality, patient-centred healthcare, with services including chronic disease management, antenatal and postnatal care, minor surgery, childhood vaccinations, and well-person check-ups .

    The clinical team comprises experienced professionals, including GP partners, salaried GPs, advanced nurse practitioners, practice nurses, healthcare assistants, and administrative staff . The team works collaboratively to ensure comprehensive care for patients.

    The practice fosters a supportive and inclusive work environment, emphasising teamwork and continuous professional development. Staff are encouraged to engage in quality improvement initiatives and contribute to the practice's growth.

    Details

    Date posted

    11 June 2025

    Pay scheme

    Other

    Salary

    £15 an hour

    Contract

    Permanent

    Working pattern

    Full-time

    Reference number

    A1847-25-0001

    Job locations

    Kilburn Park Medical Centre

    6 Mile Walk

    London

    NW6 5HB


    Job description

    Job responsibilities

  • Code and summarise clinical data from various sources into patient records, following BMA Good Practice Guidelines.

  • Ensure letters and documents from external sources are accurately filed and attached to the correct patient records.

  • Check all data for accuracy, summarise and transfer existing paper records to the clinical system, and support culling of notes.

  • Maintain up-to-date and accurate information on the clinical system, ensuring all documentation related to patient care is completed correctly.

  • Gather and record statistical data for reports.

  • Keep clinical system reviews updated and stay informed on read code updates.

  • Process EMIS and Docman tasks, distribute team emails, and carry out admin tasks including managing the patient recall system.

  • Communicate effectively with internal and external contacts.

  • Understand GP contract requirements and contribute to training new staff when asked.

  • Attend practice meetings and mandatory or relevant training.

  • Carry out delegated duties, including scanning, photocopying, and filing.

    • Job description

    Job responsibilities

  • Code and summarise clinical data from various sources into patient records, following BMA Good Practice Guidelines.

  • Ensure letters and documents from external sources are accurately filed and attached to the correct patient records.

  • Check all data for accuracy, summarise and transfer existing paper records to the clinical system, and support culling of notes.

  • Maintain up-to-date and accurate information on the clinical system, ensuring all documentation related to patient care is completed correctly.

  • Gather and record statistical data for reports.

  • Keep clinical system reviews updated and stay informed on read code updates.

  • Process EMIS and Docman tasks, distribute team emails, and carry out admin tasks including managing the patient recall system.

  • Communicate effectively with internal and external contacts.

  • Understand GP contract requirements and contribute to training new staff when asked.

  • Attend practice meetings and mandatory or relevant training.

  • Carry out delegated duties, including scanning, photocopying, and filing.

    • Person Specification

    Experience

    Essential

    • Experience using EMIS and DOCMAN Excellent administration and communication skills A respected team player. Problem solver Strong computer literacy especially in MS applications Ability to show patience, empathy and diplomacy when required and to be able to work under pressure.

    Desirable

    • Previous experience in GP Practice Experience using EMIS Web and Docman.
    Person Specification

    Experience

    Essential

    • Experience using EMIS and DOCMAN Excellent administration and communication skills A respected team player. Problem solver Strong computer literacy especially in MS applications Ability to show patience, empathy and diplomacy when required and to be able to work under pressure.

    Desirable

    • Previous experience in GP Practice Experience using EMIS Web and Docman.

    Disclosure and Barring Service Check

    This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

    Employer details

    Employer name

    Kilburn Park Medical Centre

    Address

    Kilburn Park Medical Centre

    6 Mile Walk

    London

    NW6 5HB


    Employer's website

    https://kilburnparkmedicalcentre.co.uk/ (Opens in a new tab)

    Employer details

    Employer name

    Kilburn Park Medical Centre

    Address

    Kilburn Park Medical Centre

    6 Mile Walk

    London

    NW6 5HB


    Employer's website

    https://kilburnparkmedicalcentre.co.uk/ (Opens in a new tab)

    Employer contact details

    For questions about the job, contact:

    HR Manager

    Mandy Fitzmaurice

    mandy@purplehr.co.uk

    Details

    Date posted

    11 June 2025

    Pay scheme

    Other

    Salary

    £15 an hour

    Contract

    Permanent

    Working pattern

    Full-time

    Reference number

    A1847-25-0001

    Job locations

    Kilburn Park Medical Centre

    6 Mile Walk

    London

    NW6 5HB


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