Clinical Administrator / Secretary (full or part time)NHS

Job summary

We are seeking a Clinical Administrator to join our high-performing and supportive practice team. We are proud to have been ranked among the top practices in BNSSG, achieving 4th place in the 2023 NHS Patient Survey.

This role is available on either a full-time or part-time basis, with working days and hours negotiable for the right candidate.

The role will involve a varied mix of clinical administration and secretarial duties, supporting GPs, nurses and other healthcare professionals in the effective day-to-day running of the practice.

You will undertake a varied and engaging workload, helping to ensure that clinical correspondence, referrals and other administrative tasks are managed accurately and efficiently, while contributing to the delivery of a responsive and high-quality service to our patients.

We are looking for someone who is organised, approachable and detail-focused, with the ability to communicate clearly and professionally. Strong IT skills are essential, together with the ability to manage competing priorities and work effectively as part of a busy and supportive team.

Previous experience in a clinical, medical or secretarial administrative role would be advantageous but is not essential, as comprehensive training will be provided.

Main duties of the job

Managing incoming and outgoing telephone communications, taking accurate messages and responding to routine clinical and administrative queries where appropriate.

Accurately coding and entering information onto patient medical records in accordance with agreed practice procedures and coding standards.

Processing and filing hospital and clinic correspondence within the clinical system, identifying relevant information and initiating appropriate follow-up actions where required.

Preparing, processing and issuing referrals, clinical correspondence and other documentation accurately and within agreed timescales.

Summarising patient medical records to ensure information is clearly recorded and readily available to support effective patient care.

Identifying relevant clinical information, including chronic conditions, and bringing matters requiring clinical input to the attention of the appropriate clinician.

Providing cover and support across the wider clinical administration and secretarial team during periods of annual leave, sickness or increased workload to maintain continuity of service.

Working closely with GPs, nurses, allied health professionals and administrative colleagues to support effective clinical and administrative workflows.

Attending and participating in relevant practice meetings, training and development activities.

Undertaking other appropriate clinical administrative and secretarial duties consistent with the responsibilities of the role.

Job description

Job Purpose

To provide an efficient and accurate clinical administrative and secretarial service to the practice, supporting GPs, nurses and other healthcare professionals in the management of patient information, correspondence and referrals.

The postholder will ensure that incoming clinical information is processed appropriately and in a timely manner, patient records are maintained accurately, and any necessary actions are identified and directed to the appropriate member of the practice team.

Duties and Responsibilities

The postholder will undertake a varied range of clinical administrative and secretarial duties, including:

• Process day-to-day clinical correspondence and communications received by the practice, ensuring information is handled accurately and directed appropriately.
• Receive and make telephone calls as required, responding to routine enquiries, taking accurate messages and ensuring these are passed promptly to the appropriate person.
• Process and distribute incoming and outgoing correspondence, including electronic communications and NHSmail.
• Review, sort and file electronic clinical documents, identifying and undertaking appropriate administrative actions where required.
• Accurately enter and maintain information within the practice clinical system in accordance with practice procedures.
• Undertake clinical coding of relevant information contained within hospital, clinic and other healthcare correspondence.
• Summarise patient medical records accurately and in accordance with practice procedures.
• Process EMIS tasks and other electronic communications, ensuring appropriate action is taken within required timescales.
• Initiate contact with and respond appropriately to patients, colleagues, hospitals and other healthcare organisations and service providers.
• Monitor relevant NHSmail inboxes and ensure correspondence is processed, distributed or actioned appropriately.
• Process and distribute laboratory reports and other clinical information in accordance with practice procedures.
• Undertake administrative duties associated with the practice death protocol, ensuring established procedures are followed.
• Prepare, process and issue patient referrals and associated clinical correspondence, ensuring information is accurate and complete.
• Liaise with hospitals, community services and other healthcare providers regarding referrals and patient correspondence where required.
• Provide administrative and secretarial support to GPs and other members of the clinical team.
• Provide cover and support across the clinical administration and secretarial team during periods of annual leave, sickness or increased workload to maintain continuity of service.
• Maintain accurate and confidential patient records in accordance with practice policies and information governance requirements.
• Attend and participate in relevant practice meetings, training and development activities.
• Undertake any other appropriate administrative or secretarial duties consistent with the nature and responsibilities of the role.

General Responsibilities

The postholder will be expected to:

• Maintain patient confidentiality at all times and comply with the practice's information governance and data protection requirements.
• Work in accordance with practice policies, procedures and protocols.
• Recognise the limits of their role and refer clinical or other matters requiring professional judgement to an appropriate clinician.
• Work collaboratively and professionally with all members of the practice team.
• Contribute to the efficient, safe and effective operation of the practice.
• Maintain and develop their knowledge and skills through appropriate training and development.
• Promote equality, dignity and respect when dealing with patients, colleagues and other professionals.

About us

We are a high-achieving, five-partner PMS practice based in Portishead, a beautiful coastal town in North Somerset overlooking the Severn Estuary and within easy reach of Bristol.

We are proud of the quality of care and service we provide to our patients. In the 2023 NHS GP Patient Survey, we were rated as the 4th best-performing practice in BNSSG, reflecting the positive experience of our patients.

We are a forward-thinking practice with a strong emphasis on teamwork, patient-centred care and continuous improvement. We operate from a modern, purpose-built health centre with bright, spacious facilities, enabling our multidisciplinary team to provide high-quality clinical services to our growing population of approximately 11,500 patients.

As a training practice, we are committed to learning and development and provide a supportive environment in which members of our team can develop their skills and experience.

We have consistently achieved strong QOF results and were rated Good at our most recent CQC inspection. We are also proud to have a 4.4-star Google rating, further reflecting the positive experience of patients using our services.