Referral Administrator / Care CoordinatorNHS

Job summary

We are looking for an organised, approachable and patient-focused Referral Administrator / Care Coordinator to join our busy and supportive GP practice team.This is a varied and rewarding role combining referral administration, care coordination and general administrative support. You will help patients access the right care at the right time, manage referrals and correspondence, support recall and monitoring processes, and liaise with clinicians, patients and external healthcare services.The successful applicant will have excellent communication and organisational skills, strong attention to detail and the ability to manage competing priorities. Previous primary care or NHS experience would be helpful, but training and support will be provided.This is an excellent opportunity to join a friendly team and make a practical difference to patient care and the smooth running of the practice.

Main duties of the job

The post holder will:

• Process and monitor patient referrals to hospitals, community services and other healthcare providers.
• Help patients navigate services, providing clear information and signposting to appropriate support.
• Liaise with clinicians, patients and external organisations to follow up referrals and outstanding actions.
• Manage clinical correspondence, electronic documents, tasks and practice inboxes accurately and promptly.
• Support patient recall activity, including long-term condition reviews, medication monitoring and QOF work.
• Maintain accurate and confidential patient records using the practice clinical system.
• Assist with patient registration, deduction and GP2GP administration.
• Respond to telephone and written enquiries professionally and sensitively.
• Provide flexible administrative support and cover across the wider practice team.

Job description

Job descriptionJob summaryThe Referral Administrator / Care Coordinator will support the smooth and effective delivery of patient care by providing referral, care coordination and administrative support to the practice team.

The post holder will act as a central point of contact for patients, clinicians, healthcare professionals and external organisations. They will ensure referrals, correspondence, patient information and administrative workflows are processed accurately, promptly and confidentially.

The role combines referral administration and care coordination, helping patients access appropriate services while maintaining accurate records and supporting practice priorities.

Main duties and responsibilitiesReferral administration and care coordination

• Process, coordinate and monitor referrals to hospitals, community services, social care and voluntary sector organisations.
• Prepare, check and send referral documentation in line with practice procedures.
• Monitor referral systems, track outcomes and follow up outstanding actions.
• Liaise with patients, clinicians, hospital teams and other external services regarding referrals and patient pathways.
• Help patients navigate healthcare services and signpost them to appropriate support.
• Maintain accurate records of referrals and care coordination activity on the clinical system.
• Support clinicians and administrative colleagues with tasks relating to patient care.
• Identify and contact patients who require appointments, reviews or follow-up.
• Support recall processes for long-term condition reviews, medication monitoring and other planned care.
• Assist with QOF activity, including identifying patients due for review and highlighting outstanding actions.
• Support agreed practice processes for high-risk drug monitoring.

Correspondence and document management

• Process incoming and outgoing correspondence, including letters, emails and electronic communications.
• Review, distribute, file and action clinical correspondence promptly.
• Scan, code and attach documents to patient records in accordance with practice procedures.
• Manage electronic tasks, workflows and shared inboxes.
• Ensure patient records are updated accurately and information can be readily retrieved.
• Maintain effective electronic filing and tracking systems.

Registration and deduction support

• Assist with patient registrations and deductions.
• Support GP2GP and other patient record transfer processes.
• Ensure records are processed accurately and within required timescales.
• Liaise with external organisations regarding registration or record queries where required.

General responsibilities

• Respond professionally and sensitively to telephone, written and electronic enquiries.
• Manage and prioritise tasks to meet deadlines.
• Undertake accurate data entry and maintain confidential records.
• Carry out audits, searches and information-gathering activities as requested.
• Produce reports and information to support service delivery.
• Help develop and maintain effective administrative systems and processes.
• Provide appropriate cross-cover for administrative and secretarial colleagues during periods of absence.
• Attend relevant meetings, training and development sessions.
• Complete reasonable administrative, coordination or reporting tasks that support the safe and efficient running of the practice.

CommunicationThe post holder will communicate clearly, professionally and respectfully with patients, carers, colleagues and external organisations. Information must be shared appropriately, with particular care given to confidentiality and sensitive circumstances.

Confidentiality and information governanceThe post holder will have access to confidential patient and practice information. All information must be handled securely and only shared in accordance with practice procedures, UK GDPR, data protection legislation and NHS information governance requirements.

Health, safety and safeguardingThe post holder must follow practice health and safety, infection prevention and safeguarding procedures. Any concerns, incidents or risks should be reported promptly through the appropriate practice process.

Equality, diversity and inclusionThe post holder will treat patients, carers and colleagues fairly and respectfully, supporting an inclusive environment and recognising individual needs.

Training and developmentThe post holder will complete all required mandatory and role-specific training, participate in appraisal and maintain the knowledge and skills needed to carry out the role effectively.

About us

The Park Surgery is a large and busy GP practice supporting approximately 15,000 patients. We have a friendly, multidisciplinary team working together to provide safe, responsive and patient-focused care to our local community.We value teamwork, clear communication and a practical approach to getting things done. Our staff work in a supportive environment where everyones contribution matters, and colleagues are encouraged to share ideas and help improve the way we deliver services.The role offers the opportunity to work closely with clinical and administrative colleagues in a varied primary care setting. We provide a structured induction, role-specific training and ongoing support to help you develop your knowledge and confidence.We are looking for someone who shares our commitment to providing a professional, helpful and respectful service to patients and colleagues.