Job summary
An opportunity has arisen at Staffa
Health to join the Patient Admin team. We are looking for an enthusiastic, conscientious person to join the scanning
and coding team to work 37.5 hours per week. The post holder will be
responsible for dealing with a wide range of clinical correspondence. You will
scan & code letters and action the information in the correspondence where
appropriate. You will code and summarise patient records that are newly
registered to the practice, and undertake other admin duties to support
colleagues. The role also requires you to deal with queries from the health
professionals within the practice, support patients with enquiries.
To be successful in this
role you will have excellent communication skills, well developed typing and
word processing skills and proven experience of managing your own time and
workload in a busy office environment. You will be highly organised with
excellent attention to detail and accuracy. You will have experience of
Microsoft Office systems, including Word, Excel and Outlook. Previous
experience using our clinical system SystmOne is desirable but not essential as
full training will be given. You will be
able to work under your own initiative but also work closely with other members
of the administration team.
Interview Date: Tuesday 16 December 2025
PLEASE NOT THAT SUCCESSFUL APPLICANTS WILL BE REQUIRED TO REGISTER WITH ANOTHER GP IF THE APPLICANT IS CURRENTLY A STAFFA HEALTH PATIENT.
Main duties of the job
The main responsibilities of
the post-holder will be to support the practice by providing an efficient administration and clerical service as part of the Patient Administration team.
The main responsibilities of the post-holder will be to summarise and read code
relevant information from patients clinical records, hospital correspondence
and other sources into the practice computer system, working strictly in
accordance with the practice notes summarising and read code protocols.
About us
We are a large, supportive, friendly and innovative practice, with a focus on
the highest quality of care for our patients. We are rated as an outstanding practice by the Care
Quality Commission
Situated in a semi-rural
community, close to the Peak District we have 17,026 patients, we provide
services over 3 sites and utilise the clinical system SystmOne. We are a training practice for Trainee GPs, medical
students and student nurses. We are a pro-active and innovative practice and
this role provides a great opportunity for you to make a difference through the
support you provide to the team.
Job description
Job responsibilities
- Scanning of letters and other relevant correspondence into patients notes.
- Extraction of necessary data from clinical correspondence and input into electronic patient record, read coding where required.
- Actioning tasks from incoming correspondence where appropriate and organising further action from other members of the practice team where required.
- Summarising patients notes.
- Monitoring progress of notes summarising against practice targets.
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to.
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
- Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Deal with tasks, messages, emails and voicemails in a timely manner.
- Establish and maintain spread sheets and databases and paper based filing and administrative systems so that written or computer information is logged, easily accessible and secure.
- To assist with the gathering of statistics and information when required.
- Run clinical searches.
- Ensure security of data at all times.
- Provide cover for members of the administration / secretarial team during periods of sickness and annual leave.
Job description
Job responsibilities
- Scanning of letters and other relevant correspondence into patients notes.
- Extraction of necessary data from clinical correspondence and input into electronic patient record, read coding where required.
- Actioning tasks from incoming correspondence where appropriate and organising further action from other members of the practice team where required.
- Summarising patients notes.
- Monitoring progress of notes summarising against practice targets.
- Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to.
- Ensure correspondence, reports, results etc. are filed in correct records
- Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover.
- Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Deal with tasks, messages, emails and voicemails in a timely manner.
- Establish and maintain spread sheets and databases and paper based filing and administrative systems so that written or computer information is logged, easily accessible and secure.
- To assist with the gathering of statistics and information when required.
- Run clinical searches.
- Ensure security of data at all times.
- Provide cover for members of the administration / secretarial team during periods of sickness and annual leave.
Person Specification
Experience
Essential
- Customer care or administration work with patients in a Primary Care environment.
- Office and administration work.
- Working in a team.
- Working with Windows and Microsoft Office.
Desirable
- Administration / data quality / coding / summarising worked in a Primary Care organisation.
- Familiar with all functions of the clinical system and their application.
Knowledge
Essential
- Understanding of Primary Care Understanding of medical terminology.
- Understanding of equal opportunity and diversity issues.
- Awareness of data security requirements.
Skills
Essential
- Excellent organisational ability.
- Well developed IT skills.
- Proficient keyboard skill.
- Excellent attention to detail and accuracy in recording information.
- Excellent interpersonal, verbal and written communication skills.
- Library & indexing skills/ knows ABC.
- Ability to work without supervision.
- Literacy skills.
-
- Numeracy .
- Able to establish and maintain effective communication pathways within the organisation and with external stakeholders.
- Self motivation.
Desirable
- Clinical software skills.
-
- Advanced IT skills.
-
- Trained typist.
Qualifications
Essential
- English and maths GCSE at level C or above or the equivalent
Desirable
- NVQ in business or administration or equivalent
- IT certificates in Microsoft office packages
- Medical terminology training certificate
- Evidence of other further training and personal development undertaken
Person Specification
Experience
Essential
- Customer care or administration work with patients in a Primary Care environment.
- Office and administration work.
- Working in a team.
- Working with Windows and Microsoft Office.
Desirable
- Administration / data quality / coding / summarising worked in a Primary Care organisation.
- Familiar with all functions of the clinical system and their application.
Knowledge
Essential
- Understanding of Primary Care Understanding of medical terminology.
- Understanding of equal opportunity and diversity issues.
- Awareness of data security requirements.
Skills
Essential
- Excellent organisational ability.
- Well developed IT skills.
- Proficient keyboard skill.
- Excellent attention to detail and accuracy in recording information.
- Excellent interpersonal, verbal and written communication skills.
- Library & indexing skills/ knows ABC.
- Ability to work without supervision.
- Literacy skills.
-
- Numeracy .
- Able to establish and maintain effective communication pathways within the organisation and with external stakeholders.
- Self motivation.
Desirable
- Clinical software skills.
-
- Advanced IT skills.
-
- Trained typist.
Qualifications
Essential
- English and maths GCSE at level C or above or the equivalent
Desirable
- NVQ in business or administration or equivalent
- IT certificates in Microsoft office packages
- Medical terminology training certificate
- Evidence of other further training and personal development undertaken
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.