Job Description

Manage the deduction of leaving/deceased patients, completing necessary paperwork, completing associated data input onto the clinical records database. To include the death administration process. Undertake, alongside the Patient Services Lead, managing the registration of new patients (via paper copy or through Healthtech-1) and administering the GP Registrations Links System Reviewing medical records and producing an accurate summary of the patients medical history, read coding the information into the practice clinical system. Manage receipt of incoming paper copy records for new patients and the return of paper records for patients who have left the Practice.



Ensuring accurate processing of all paper records and liaising with PCSE. Undertake, alongside the Patient Services Lead, managing the registration of new patients (via paper copy or through Healthtech-1) and administering the GP Registrations Links System Reviewing medical records and producing an accurate summary of the patients medical history, read coding the information into the practice clinical system. Manage receipt of incoming paper copy records for new patients and the return of paper records for patients who have left the Practice. Ensuring accurate processing of all paper records and liaising with PCSE.



Efficient, accurate and prompt processing of incoming paper and electronic patient correspondence. To include scanning/filing into correct patient record, appropriate clinical coding of relevant information and distribution when appropriate to members of the practice team. Typing of letters, reports, advice & guidance requests and patient referrals in an accurate and timely manner. Processing patient referrals in an accurate and timely manner using the e-referral system, or other system as required.



Processing clinician advice & guidance requests in an accurate and timely manner. Support the Care Quality Lead and Patient Services Lead in their absence by being the first contact for members of the practice team and third parties with queries about safeguarding administration, including correct coding and processing information, disclosure of information and marking records as safeguarding relevant seeking advice from the Caldicott Guardian/Safeguarding GP Leads as necessary. Dealing with paper, telephone, e-mail and website queries and requests for information from patients and other agencies. Prioritise, organise and manage own workload in a manner that maintains and promotes quality.



Monitor and process communications via the practice generic e-mail accounts Monitor and process patient communications via the practice website dashboard. Monitor and action tasks received through the clinical system from the practice team. Monitor and action all assigned admin requests to the referrals team through the digital triage platform (e.g. Anima) Process queries and errors highlighted by the GP Links system, including duplicate registrations, unmatched registrations and missing NHS numbers.



Process amendments to patient details on the clinical system including change of name, address and telephone numbers, out of area patients. Manage patient requests for access to online services. Processing online patient record access requests and responding to patient enquiries in relation to online access. Deal with requests for copy medical records, reports, completed forms and letters from patients, solicitors, insurance companies and third parties.



Dealing with subject access requests from patients. Collating and redacting information as appropriate. Complete non-opinion forms and core elements of some forms for the GP to approve and sign including, but not limited to, insurance forms, Department for Work and Pension, DVLA. Monitoring and assisting the GPs in managing, prioritising and actioning tasks.



Arranging appointments, referrals, tests and follow up appointments as requested. Support the GP in liaising with outside agencies such as helping to arrange patient admission while the GP(s) continue with their consultation(s) Support with the administration input of vaccination clinics (Flu/Covid). Liaising with hospitals, external organisations and services and other providers. Liaising with hospitals, external organisations and services and other providers.



Computer data entry/data processing and recording information clearly and accurately and in accordance with practice procedures. Maintain filing and administrative systems so that written or computer information is easily accessible and secure. Receive, assist and direct patients in accessing the appropriate service or healthcare professionals in a courteous, efficient and effective way. Assist as required with audits and data tidy up.



Create and update Admin Standard Operating Procedures (SOPs) as necessary. Have a thorough knowledge of all Practice Policies and Standard Operating Procedures (SOPs) and to work in accordance with them. Attend meetings and training sessions as required. Such meetings and training may be outside the normal working hours of the post holder.



Working as a flexible member of the team to ensure the smooth running of the practice. This may include working overtime to cover absent colleagues. Duties may be varied from time to time under the direction of the management team, dependent upon on current and evolving practice workload and staffing levels.