Job Description

WEAVERS MEDICAL



Title: Patient Data and Administrative Clerk

Responsible to: Managing Partner

Location: Weavers Medical, Prospect House, Kettering. Possible occasional

working at the Mawsley branch site, School Road, Mawsley

Job Summary:

The Patient Data and Administrative Clerk plays a vital role in ensuring the accuracy and timeliness of patient information within the practice. This role supports patient communications, including managing recalls, screening invitations, and appointment scheduling. The post-holder is responsible for processing incoming clinical data such as investigation results and external correspondence, ensuring that patient records are updated accurately to support high-quality care and national reporting standards (e.g., QOF). In addition, the role provides general administrative support to help maintain the efficient operation of the practice.

Key Responsibilities:

Patient Communication and Recalls

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Generate and send patient invitations for health screenings, immunisations, and other clinical services in line with practice protocols.

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Communicate with patients via SMS (using Accurx) or postal letters, adhering to the Accessible Information Standards.

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Make direct telephone contact for urgent appointments or where digital communication is not possible.

Clinical Data Management

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Accurately input and update patient records using SystmOne.

o

Flag any required clinical actions to the appropriate healthcare professional within agreed timeframes.

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Process and upload data and documentation received via the Anima platform.

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Scan, code, and categorise incoming clinical correspondence such as hospital letters, test results, and discharge summaries.

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Apply correct SNOMED/Read codes to support accurate record keeping, audits, and QOF reporting.

Administrative Support

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Run and action regular clinical searches to ensure patient follow-ups are completed.

o

File and escalate abnormal pathology findings to GPs.

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Provide support for QOF-related activities and assist with other admin tasks as needed.

o

Help with extraordinary administrative workloads, such as seasonal campaigns, clinical audits, or catch-up initiatives.

Person Specification:

Essential:

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Good IT skills, including experience with clinical systems and communication tools (e.g., Accurx).

o

Excellent attention to detail and accuracy.

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Strong organisational and prioritisation skills.

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Ability to work independently and as part of a team.

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Commitment to patient confidentiality and data protection standards.

Desirable:

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Previous experience in a healthcare or GP practice environment.

o

Knowledge of Read/SNOMED coding.

o

Familiarity with Quality and Outcomes Framework (QOF) requirements.

General Responsibilities:

Health, Safety & Fire Procedures

o

Comply with the Practice's Health & Safety Policy and Fire Strategy to ensure a safe working environment for all staff, patients, and visitors.

Equality, Diversity, and Inclusion

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Uphold the practice's commitment to equality, diversity, and inclusion by respecting the dignity and rights of all patients and colleagues.

Personal and Professional Development

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Engage in regular performance appraisals and personal development planning.

o

Take ownership of individual learning needs and support the development of colleagues where appropriate.

Effective Communication

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Maintain clear and professional communication with colleagues, patients, and external stakeholders.

o

Recognise and respond appropriately to different communication needs and preferences.

Job Types: Part-time, Permanent

Pay: 12.21 per hour

Education:

GCSE or equivalent (required)
Work Location: In person