Job summary
The post-holder will undertake a variety of administrative duties to support and cover all administrative tasks within the administrative team. They will also work in our patient facing health navigation team when needed.
The post-holder will work to agreed targets and timescales, and in accordance with Practice policies, protocols, guidelines and procedures.Attendance at monthly team meetings and periodic training days is mandatory except in exceptional circumstances. The Practice will commit to publishing a team meeting schedule and to provide adequate notice for any training days.
At all times the postholder must act in a manner consistent with the 'code of conduct and appearance' when representing Charlotte Keel Medical Practice, BrisDoc and the NHS.
Main duties of the job
Undertake a wide variety of administrative duties to support and cover the entire clinical administrative workflow, including:
o Managing and coding incoming correspondence and ensure it gets to the right place at the right time.
o Managing referrals to secondary care.
o Recalling patients for screening and long-term condition management
o Preparing medical records and reports requests.
o All aspects of medical records management, - registering patients, deducting patients, summarising notes.
o Helping support the health navigation team on front desk and signposting patients to the right service.
About us
Why Join Us?o High energy, high reward: If you like being on the go and making a tangible difference, you'll thrive here.o Genuine teamwork: You'll join a team that has your back - mentoring, supporting, and developing one another.o Career progression: We support your professional development with supervision, CPD, and training bonuses.o Purpose and pride: As part of BrisDoc, you'll be part of an NHS-aligned, employee-owned Social Enterprise making positive change every day.
We're a Social Enterprise and an Employee-Owned Business. This means the decisions we make are for the good of our patients, workforce, and wider community. This involves prioritising the health of our patients, protecting our environment, and improving the social and economic status of our population. Our 'Community Fund' is a staff lead team who work closely with health-based charitable causes, both local and international, to invest time and money in improving the lives of people in disadvantaged communities.
By joining BrisDoc, you will be part of an innovative organisation that prides ourselves on being a fantastic place to work; somewhere that you will feel valued, supported, developed and part of a family. We strive to make sure every member of the team feels proud of the work they do and the service that we offer.
Job description
Job responsibilities
The post holder will be responsible for:
Document Administration
Administer Practice email accounts
Identify relevant clinical information contained in documents and code the patient record on the Practice clinicalsystem accordingly
Work-flow the document to the most appropriate clinician
Code additional document content onto the patient record at the request of clinicians.
Referral Management
Referral Coordination:
Receive, review, and process GP referrals for specialist consultations, diagnostics, and community services.
Ensure referrals are complete, accurate, and contain all necessary clinical information.
Prioritise referrals based on clinical urgency and practice protocols.
Support patients regarding referral queries, appointment scheduling, and follow-ups.
Communicate effectively with hospital departments, specialists, and allied health professionals to coordinate.
Provide patients with information about referral processes, waiting times, and preparation for appointments.
Ensure patients understand follow-up care requirements and next steps after specialist consultations.
Medical Records Administration:
Process incoming electronic patient medical records
Organise incoming paper patient medicals records in preparation for summarising
Review medical records and produce an accurate and sufficient summary of the patients medical history
Code the patient record on the Practice clinical system accordingly
Administer the processing of medical records requests from patients and third parties.
Communication
To communicate on the phone, by email or in person with staff from a wide variety of NHS / other departments in a confidential, professional and efficient manner so that good communication between the surgery and all other services is maintained.
To communicate in a professional, friendly and helpful way with patients, carers and the general public to maintain an excellent profile for the surgery amongst its users including communicating test results where appropriate
Responsibility
To carry out duties with a level of autonomy and minimum supervision working within broad procedural guidelines.
Use own initiative to prioritise own workload and day to day tasks.
Job description
Job responsibilities
The post holder will be responsible for:
Document Administration
Administer Practice email accounts
Identify relevant clinical information contained in documents and code the patient record on the Practice clinicalsystem accordingly
Work-flow the document to the most appropriate clinician
Code additional document content onto the patient record at the request of clinicians.
Referral Management
Referral Coordination:
Receive, review, and process GP referrals for specialist consultations, diagnostics, and community services.
Ensure referrals are complete, accurate, and contain all necessary clinical information.
Prioritise referrals based on clinical urgency and practice protocols.
Support patients regarding referral queries, appointment scheduling, and follow-ups.
Communicate effectively with hospital departments, specialists, and allied health professionals to coordinate.
Provide patients with information about referral processes, waiting times, and preparation for appointments.
Ensure patients understand follow-up care requirements and next steps after specialist consultations.
Medical Records Administration:
Process incoming electronic patient medical records
Organise incoming paper patient medicals records in preparation for summarising
Review medical records and produce an accurate and sufficient summary of the patients medical history
Code the patient record on the Practice clinical system accordingly
Administer the processing of medical records requests from patients and third parties.
Communication
To communicate on the phone, by email or in person with staff from a wide variety of NHS / other departments in a confidential, professional and efficient manner so that good communication between the surgery and all other services is maintained.
To communicate in a professional, friendly and helpful way with patients, carers and the general public to maintain an excellent profile for the surgery amongst its users including communicating test results where appropriate
Responsibility
To carry out duties with a level of autonomy and minimum supervision working within broad procedural guidelines.
Use own initiative to prioritise own workload and day to day tasks.
Person Specification
Qualifications and training
Essential
- Educated to GCSE standard (or equivalent) with grade C or above in English
Desirable
- Qualification / certificates in Customer Service/Administration
Knowledge, Skills, and Experience
Essential
- Good general computer skills - experience of using Microsoft office e.g. word, excel.
- Excellent attention to detail and accuracy skills.
- Excellent written and verbal communication skills.
- Ability to adjust communication skills to meet the needs of the recipient.
- Excellent organisation skills.
- Able to work within a team and take instruction as required.
Desirable
- Significant and recent experience of working in a primary care administration role.
- Experience dealing with challenging situations and distressed patients or customers.
- Experience of working in a pressured environment.
- Experience of working in an integrated multi-skilled team.
- Certificates relating to information governance and security.
- Experience of using EMIS.
Personal qualities and attributes
Essential
- Able to listen carefully to understand the needs of others.
- A calm, clear communicator--even under pressure.
- A passion for helping people, whatever their background or circumstances.
- Able to quickly establish rapport and credibility with others in the team.
- Detail oriented.
- Self-Motivated.
- Ongoing commitment to personal development.
- Able to use own initiative.
- Able to always maintain confidentiality with regards to staff and patients.
Person Specification
Qualifications and training
Essential
- Educated to GCSE standard (or equivalent) with grade C or above in English
Desirable
- Qualification / certificates in Customer Service/Administration
Knowledge, Skills, and Experience
Essential
- Good general computer skills - experience of using Microsoft office e.g. word, excel.
- Excellent attention to detail and accuracy skills.
- Excellent written and verbal communication skills.
- Ability to adjust communication skills to meet the needs of the recipient.
- Excellent organisation skills.
- Able to work within a team and take instruction as required.
Desirable
- Significant and recent experience of working in a primary care administration role.
- Experience dealing with challenging situations and distressed patients or customers.
- Experience of working in a pressured environment.
- Experience of working in an integrated multi-skilled team.
- Certificates relating to information governance and security.
- Experience of using EMIS.
Personal qualities and attributes
Essential
- Able to listen carefully to understand the needs of others.
- A calm, clear communicator--even under pressure.
- A passion for helping people, whatever their background or circumstances.
- Able to quickly establish rapport and credibility with others in the team.
- Detail oriented.
- Self-Motivated.
- Ongoing commitment to personal development.
- Able to use own initiative.
- Able to always maintain confidentiality with regards to staff and patients.
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.
