Job Description

Job Overview

To provide high-quality administrative support to the Clinical Team and Practice Manager.

To ensure that all incoming and internal patient correspondence is stored on/in the patients' medical record and relevant information is coded.

Responsible for effectively referring and liaising with external organisations using specific knowledge of medical terminology and hospital, clinical or general practice procedures.

The role ensures accurate patient record management, supports clinical teams, and contributes to the smooth running of practice systems and services.

Duties

Provide a secretarial service to the Partners, GP's & Practice Manager - typing/audio typing of letters, minutes and referrals within required timescales.

Typing of referral letters and use of Choose & Book system to ensure patients are allocated appointments as per GP instruction.

Scan and attach post, to the practice electronic information system (DOCMAN) and to patient's notes.

Coding of clinical letters according to the practice protocol.

Process all incoming electronic forms of patient communication/ information, i.e. electronic discharge summaries, WMAS, OOH, Pathology, generic surgery e-mail containing patient specific information.

Triage 111 and OOH reports: code and pass to clinicians

Triage DOCMAN letters: code diagnosis/treatment/procedures and distribute as appropriate

Keep up to date with local pathways for referrals and use appropriate referral tools.

Maintain smooth running of e-referral data, A&G, rejected referrals, 2WW etc.

Audits - weekly audit of 2WW referrals and ad hoc requests for referral audits.

Application of referral Read codes to enable effective searching.

Maintain/import referral forms/practice documents within EMIS templates.

Maintenance of the Referral Log

Monitoring progress of notes summarising against practice targets.

Training of staff in the practice process of referrals

Implementing new procedures relating to own area of work and ensuring that other staff members are informed of any important changes in practice policy.

Liaising with patients and other agencies including the ICB & NHS England, Solicitors, Consultants secretaries

Liaise with external software suppliers/equipment suppliers (e.g. EMIS, Docman, Lexacom, iGPR, Envisage,)

Processing of external requests for copy records and medical reports via post and iGPR, (e.g. from insurance companies, solicitors, DVLA etc)

Maintain database of reports and invoices

Control patient access to online medical records

Organise and maintain the practice electronic and paper filing structure

Any other general administrative tasks as deemed appropriate to the post as requested by the Partners or Practice Manager.

Job Type: Part-time

Pay: 12.21 per hour

Expected hours: No less than 28 per week

Education:

GCSE or equivalent (required)
Experience:

Administration: 1 year (required)
Language:

English (preferred)
Work Location: In person