Job responsibilities
MAIN RESPONSIBILITIES
Practice Administration & Coordination
- Manage daytoday administrative operations to support the smooth running of the practice.
- Maintain accurate and uptodate patient records, ensuring all incoming clinical correspondence is processed, coded, and filed correctly within EMIS.
- Identify relevant clinical information within patient documents and apply appropriate Read/SNOMED coding.
- Action and allocate clinical tasks, ensuring timely escalation to GPs or the appropriate clinical team.
- Prepare, format, and distribute practice documentation, letters, and internal communications.
- Organise, summarise, and update patient records in line with practice protocols.
- Scan, index, and attach patientrelated documentation to electronic health records.
- Manage and process ereferrals, ensuring accuracy, completeness, and adherence to referral pathways.
- Support the completion and coordination of Subject Access Requests (SARs), insurance reports, and other medicolegal documentation.
- Provide accurate administrative support for clinical workflows, including dictation typing and document preparation.
Document Management & Clinical Correspondence
- Process all incoming clinical correspondence, including hospital letters, discharge summaries, pathology results, and thirdparty reports.
- Ensure all documents are reviewed, coded, and assigned to the correct clinician or workflow.
- Maintain high standards of document organisation, version control, and audit readiness.
- Track outstanding actions and ensure followup tasks are completed within required timeframes.
Compliance, Reporting & Quality Assurance
- Support the practice in meeting contractual, regulatory, and audit requirements.
- Ensure adherence to policies including safeguarding, information governance, confidentiality, and health & safety.
- Extract, input, and analyse data to support practice reporting, QOF, IIF, and other performance frameworks.
- Identify highrisk information within correspondence and escalate appropriately, including safeguarding concerns.
Team Support & Practice Development
- Provide comprehensive administrative support to GPs, nurses, and the wider multidisciplinary team.
- Assist with the development and refinement of administrative systems, templates, and workflows.
- Contribute to continuous improvement initiatives to enhance efficiency and data quality.
Systems & IT Management
- Use EMIS and associated clinical systems to manage patient information and administrative tasks.
- Maintain digital templates, referral forms, and practice documentation.
- Troubleshoot basic IT issues and liaise with external IT support when required.
- Support the implementation of new digital tools, processes, and system updates.
GENERAL
REQUIREMENTS OF THE ROLE
CONFIDENTIALITY
In the
performance of the duties outlined in this job description, the post-holder
may have access to confidential information.
All such information from any source is to be regarded as strictly
confidential.
Information
relating to colleagues, other workers or the business of member practices may
only be divulged to authorised persons in accordance with STHCs policies and
procedures, and the protection of personal and sensitive data.
HEALTH AND SAFETY
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in STHC's Health & Safety Policy
to include:
Identifying
the risk involved in work activities and undertaking such activities in a way
that manages those risks.
Maintaining
work areas in a tidy and safe way and free from hazards.
Ensuring
that all accidents are reported and investigated and follow up action taken
where necessary.
Maintain mandatory staff training, as required by
the postholder role.
EQUALITY, DIVERSITY AND INCLUSION
The
post-holder will support the equality, diversity, inclusion and rights of
colleagues to include:
Acting in a
way that recognises the importance of peoples rights, interpreting them in a
way that is consistent with current legislation.
Respecting
the privacy, dignity, needs and beliefs of colleagues.
Behaving in
a manner which is welcoming to and of the individual, is non-judgemental and
respects their circumstances, feelings, priorities, and rights.
QUALITY
The
post-holder will strive to maintain quality and will:
Alert other
team members to issues of quality and risk.
Assess own
performance and take accountability for own actions, either directly or under
supervision.
Contribute
to the effectiveness of the team by reflecting on own and team activities and
making suggestions on ways to improve and enhance the teams performance.
Work
effectively with individuals in other agencies to meet patients needs.
Effectively
manage own time, workload and resources.
COMMUNICATION
The
post-holder should recognise the importance of effective communication within
the team and will strive to:
Communicate
effectively with other team members.
Communicate
effectively with patients and carers.
Recognise
peoples needs for alternative methods of communication and respond
accordingly.
This Job Description provides a guide to the duties and responsibilities of the post and is not an exhaustive list. The post holder may be asked to undertake any other relevant duties appropriate to the post. The Job Description may be amended over time, in consultation with the post holder to meet the needs of the service.
WORKING ACROSS BOTH SITES WILL BE REQUIRED.
