Practice Clinical Administration Assistant

Job summary

We are seeking a motivated, organised and detail-oriented Practice Administration Assistant to join our friendly and supportive GP practice team, providing administrative support to clinicians, patients and colleagues, to ensure the smooth running of practice services. Much of the role is computer-based and requires a high degree of concentration, accuracy and attention to detail.

The successful candidate will undertake a wide range of administrative duties including patient referrals, patient recall programmes, processing clinical correspondence and communications, maintaining accurate patient records and supporting the wider administration team. The role requires excellent attention to detail, strong IT skills and the ability to work effectively in a fast-paced healthcare environment where deadlines and competing priorities are common.

While the role is predominantly administrative, all team members contribute to supporting patients and colleagues. The successful candidate will also assist with patient telephone enquiries and administrative queries, ensuring patients receive a professional, courteous and efficient service at all times.

Previous experience within a healthcare or NHS setting is essential, as is confidence in using IT systems and adapting to new technology.

Main duties of the job



Main Duties of the Job
  • Processing and tracking patient referrals to secondary care services.
  • Managing patient recall systems and invitations for long-term condition reviews, screening programmes and vaccinations.
  • Processing clinical correspondence including hospital letters, results and other healthcare communications.
  • Updating and maintaining patient records accurately using clinical systems.
  • Supporting clinicians and colleagues with a range of administrative tasks.
  • Managing incoming and outgoing communications.
  • Responding to patient telephone enquiries and helping resolve administrative queries.
  • Working collaboratively with the reception and administration teams to support the daily operation of the practice.
  • Prioritising workloads effectively while maintaining high levels of accuracy, confidentiality and professionalism.
  • Contributing to the smooth running of the practice and supporting colleagues where required.

About us

Crondall New Surgery is a part-dispensing GMS practice in the village of Crondall, between Fleet and Farnham on the Surrey Hampshire border. We are part of Fleet PCN which in turn is part of Frimley ICB.

We have 6000 patients, the list size is growing steadily with local housing developments. We currently have partners and salaried GPs, practice nurses, HCA, phlebotomists, dispensers, first contact physio, mental health practitioner and a first class admin team. Home visiting is provided by an excellent paramedic practitioner home visiting service, employed by the local federation.

Extended access commitment is currently one evening a week on a shared basis. There is a high quality local out of hours provider.

We use EMIS web and the Ardens clinical support package.

Our ethos is to offer first class patient care whilst maintaining a personal feel to the practice.

We are a friendly and supportive practice. We strongly believe that a good work-life balance is key to a fulfilled team. We can support flexible working patterns and clinicians wishing to develop specialist skills or interests.

The team share lunch on a weekly basis, and have regular meetings. Local educational opportunities are excellent.

Job description

Job responsibilities



Practice Administration Assistant Job Title

Practice Administration Assistant

Reports To

Administration Manager / Practice Manager

Hours

25 hours per week

Salary

From £13.00 per hour, dependent on experience

Job Purpose

To provide comprehensive administrative support to the practice team, ensuring the efficient processing of referrals, patient recalls, clinical correspondence and other administrative functions. The post holder will contribute to the smooth running of practice services by maintaining accurate patient records, supporting clinicians and colleagues, and delivering excellent customer service to patients.

The role requires strong organisational skills, excellent attention to detail, and the ability to work effectively in a busy healthcare environment where workloads can be varied and deadlines are often important.

Main Duties and Responsibilities Referrals Administration
  • Process patient referrals to secondary care and community services accurately and in a timely manner.
  • Monitor referral workflows and ensure referrals are completed and forwarded appropriately.
  • Liaise with patients, hospitals and external organisations regarding referral queries where necessary.
  • Escalate any issues or delays in referral processing to the appropriate manager.
Patient Recall Administration
  • Manage patient recall systems in line with practice procedures.
  • Contact patients for long-term condition reviews, vaccinations, screening programmes and other clinical recalls.
  • Maintain accurate records of recall activity.
  • Support achievement of Quality and Outcomes Framework (QOF) and other contractual requirements.
Clinical Correspondence
  • Process incoming clinical correspondence including hospital letters, reports and communications.
  • Workflow documents to the appropriate clinician or team member.
  • Update patient records accurately and efficiently.
  • Maintain confidentiality and information governance standards at all times.
General Administrative Duties
  • Maintain accurate electronic patient records.
  • Scan, code and file documents as required.
  • Manage incoming and outgoing post and electronic communications.
  • Support clinicians and management with administrative tasks.
  • Assist with data quality activities and audits where required.
  • Undertake other administrative duties appropriate to the role.
Patient Services
  • Assist with answering incoming telephone calls when required.
  • Respond to patient enquiries professionally and courteously.
  • Provide administrative support relating to patient requests and queries.
  • Signpost patients appropriately in accordance with practice procedures.
Team Working
  • Work collaboratively with all members of the practice team.
  • Provide cover for colleagues during periods of absence where appropriate.
  • Contribute positively to maintaining a supportive and effective working environment.
  • Participate in team meetings and training activities.
Confidentiality

The post holder will have access to confidential information relating to patients, staff and the practice. All such information must be treated in the strictest confidence and handled in accordance with GDPR, NHS confidentiality requirements and practice policies.

Health and Safety

The post holder is required to comply with all practice health and safety policies and procedures and assist in maintaining a safe working environment for patients, visitors and staff.



Person Specification

Experience

Essential
  • Previous administrative experience within a healthcare setting.
  • Excellent keyboard and IT skills.
  • Experience using electronic clinical systems and databases.
  • High level of accuracy and attention to detail.
  • Strong organisational and prioritisation skills.
  • Excellent verbal and written communication skills.
  • Ability to work under pressure and manage competing demands.
  • Ability to work effectively as part of a team.
  • Understanding of confidentiality, data protection and information governance.
Desirable
  • Previous experience within General Practice.
  • Experience of EMIS Web.
  • Knowledge of NHS referral pathways.
  • Knowledge of recall systems and clinical correspondence management.
  • Understanding of QOF and primary care services.

Qualifications

Essential
  • GCSE English Language and Mathematics at Grade 4/C or above (or equivalent).
Desirable
  • Previous experience within General Practice.
  • Experience of EMIS Web.
  • Knowledge of NHS referral pathways.
  • Knowledge of recall systems and clinical correspondence management.
  • Understanding of QOF and primary care services.
  • NVQ Level 2 or 3 in Business Administration, Customer Service or a relevant subject.

Personal Qualities

Essential
  • Professional and reliable.
  • Friendly and approachable.
  • Flexible and adaptable.
  • Positive and proactive attitude.
  • Calm and resilient under pressure.
  • Committed to providing excellent patient service.
  • Able to demonstrate initiative while working within agreed procedures.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Crondall New Surgery

Address

Redlands Lane

Crondall

Farnham

Surrey

GU10 5RF

United Kingdom

Employer's website

https://www.crondallnewsurgery.co.uk/

Apply Now
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Job Details

Company
Crondall New Surgery
Location
Farnham, GU10 5RF, United Kingdom
Salary
Negotiable
Posted