Job summary
We are seeking a part time administrator to join our friendly team.
To work Mondays, Thursdays and Fridays.
Flexibility will be required.
The postholder will work as part of the administration team
to deliver safe, accurate and timely administrative support to clinicians and
patients.
Main duties of the job
The postholder will provide comprehensive administrative support to ensure the efficient management of patient referrals, clinical correspondence, and medical records within the practice. Key responsibilities include processing GP and clinician referrals through the appropriate electronic systems, ensuring referrals are accurate, complete, and submitted within required timescales. The role involves monitoring referral outcomes, managing urgent and two-week wait referrals, and liaising with clinicians to resolve any issues.
The role also includes summarising and coding patient medical records by reviewing hospital letters and other clinical correspondence, extracting relevant information, and updating the clinical system using appropriate coding standards. The postholder will ensure patient records remain accurate and up to date, identifying and escalating any urgent or safeguarding information where necessary.
In addition, the postholder will provide general administrative support such as scanning and workflowing documents, assisting with patient registrations and deductions, supporting recalls, audits, and reporting, and maintaining high standards of record keeping.
The role requires regular communication with patients and colleagues, responding to enquiries professionally while maintaining strict confidentiality at all times.
About us
The Birchwood Medical Practice is based close to the City Centre and has a list size of 10700 patients.
The Practice is run by seven GP Partners and there is a large Practice team, including:
Five Practice nurses and 2 HCAs
Six administration staff
Two secretaries
Nine receptionists
We are a training practice for GP Registrars and student nurses. We have a CQC rating of Good.
Job description
Job responsibilities
1. Referral Management
- Process GP and clinician referrals via e-RS and other approved referral systems
- Ensure referrals are completed accurately and within agreed timescales
- Attach relevant clinical documentation to referrals
- Monitor referral rejections and liaise with clinicians to resolve issues
- Track urgent and 2WW referrals and escalate where necessary
- Respond to patient queries regarding referral status
2. Clinical Correspondence & Notes Summarising
- Summarise and code patient medical records accurately onto the clinical system
- Extract relevant clinical information from hospital letters and other correspondence
- Add appropriate Read/SNOMED codes in line with practice protocols
- Identify safeguarding or urgent clinical information and escalate appropriately
- Maintain accuracy and attention to detail when updating patient records
- Process incoming correspondence and allocate to clinicians where required
3. Administrative Support
- Scan and workflow documents in accordance with practice procedures
- Maintain accurate patient records
- Support the management of recalls, QOF, and enhanced services admin tasks
- Assist with registration and deduction of patients
- Support audits and reporting where required
- Provide general administrative support to clinicians and management
4. Patient Service Support
- Respond to patient enquiries (telephone, online or in person where applicable)
- Maintain confidentiality at all times
- Provide professional and courteous communication
General Duties
- Work in accordance with practice policies, GDPR, and confidentiality standards
- Follow safeguarding procedures and escalate concerns appropriately
- Participate in training and team meetings
- Support colleagues and provide cover during periods of absence
- Contribute to continuous improvement within the practice
Job description
Job responsibilities
1. Referral Management
- Process GP and clinician referrals via e-RS and other approved referral systems
- Ensure referrals are completed accurately and within agreed timescales
- Attach relevant clinical documentation to referrals
- Monitor referral rejections and liaise with clinicians to resolve issues
- Track urgent and 2WW referrals and escalate where necessary
- Respond to patient queries regarding referral status
2. Clinical Correspondence & Notes Summarising
- Summarise and code patient medical records accurately onto the clinical system
- Extract relevant clinical information from hospital letters and other correspondence
- Add appropriate Read/SNOMED codes in line with practice protocols
- Identify safeguarding or urgent clinical information and escalate appropriately
- Maintain accuracy and attention to detail when updating patient records
- Process incoming correspondence and allocate to clinicians where required
3. Administrative Support
- Scan and workflow documents in accordance with practice procedures
- Maintain accurate patient records
- Support the management of recalls, QOF, and enhanced services admin tasks
- Assist with registration and deduction of patients
- Support audits and reporting where required
- Provide general administrative support to clinicians and management
4. Patient Service Support
- Respond to patient enquiries (telephone, online or in person where applicable)
- Maintain confidentiality at all times
- Provide professional and courteous communication
General Duties
- Work in accordance with practice policies, GDPR, and confidentiality standards
- Follow safeguarding procedures and escalate concerns appropriately
- Participate in training and team meetings
- Support colleagues and provide cover during periods of absence
- Contribute to continuous improvement within the practice
Person Specification
Essential criteria
Essential
- Experience in an administrative role
- Excellent attention to detail
- Good IT skills
- Ability to manage workload and meet deadlines
- Understanding of confidentiality and data protection
- Strong communication skills
- Previous experience in a GP practice or NHS setting
- Experience using clinical systems (e.g. EMIS Web or SystmOne)
- Experience in medical coding and notes summarising
- Knowledge of e-RS (NHS e-Referral Service)
- Accuracy and attention to detail
- Organisational skills
- Ability to prioritise workload
- Team working
- Discretion and professionalism
Person Specification
Essential criteria
Essential
- Experience in an administrative role
- Excellent attention to detail
- Good IT skills
- Ability to manage workload and meet deadlines
- Understanding of confidentiality and data protection
- Strong communication skills
- Previous experience in a GP practice or NHS setting
- Experience using clinical systems (e.g. EMIS Web or SystmOne)
- Experience in medical coding and notes summarising
- Knowledge of e-RS (NHS e-Referral Service)
- Accuracy and attention to detail
- Organisational skills
- Ability to prioritise workload
- Team working
- Discretion and professionalism
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.
