Job Summary:

The Clinical Administration Team plays a vital role in supporting clinical and operational efficiency within Bridgemary Medical Centre. Working closely with GPs, nurses, secretaries, and the management team, the postholder(s) will be responsible for delivering high-quality, confidential administrative and secretarial services, ensuring seamless workflow, accurate coding, and timely processing of referrals and patient communications.

Systems Used:

EMIS Web, DocMan, eRS (Electronic Referral System), Accurx, NHS Dashboard, TeamNet, NHSmail

Key Responsibilities

Secretarial Duties:

• Process and submit referrals, including: 2WW (Two Week Wait), Breast, Dermatology, Gastro, Trauma, DEXA Scans, Smoking cessation, Private referrals
• Manage Intention to Verify Death documentation, Death deductions, Coroner and Medical Examiner requests: Handle sensitive end-of-life administrative duties in accordance with legal and medical protocols.
• Type letters and communications from tasks or dictation: Create professional and clear written correspondence based on clinician instructions to ensure accurate patient communication.
• Create letters to patients: Generate letters to inform patients of appointments, referrals, or results in a timely and accessible manner.
• Restore notes (incoming and returning): Ensure patient records are complete and accurate by managing the incoming and outgoing transfer of notes.
• Track the progress of referrals: Monitor patient referrals to ensure they are processed correctly and followed up promptly.
• Handle secretarial queries and ad-hoc tasks: Support the secretarial team and clinicians with miscellaneous administrative duties to ensure smooth practice operations.

Workflow Management:

• Scanning, renaming, and filing patient documents into DocMan: Digitise and organise patient documentation to maintain accurate and accessible electronic records.
• Routing documents to the relevant clinical teams: Ensure clinical information is directed to the appropriate healthcare professionals for timely action.
• Processing SARs, screening reports, maternity letters, immunisation reports, and DNA notifications: Manage incoming documentation efficiently to ensure patient records are updated and patients are followed up where necessary.
• Managing notifications of death, MDT letters, and shared care agreements: Coordinate important medical communications and agreements to support safe patient care and continuity.

Clinical Coding & Summarising:

• Accurate coding of allergies, diagnoses, operations, and procedures in EMIS: Maintain accurate and comprehensive patient records to support clinical decision-making and reporting.
• Add alerts, smoking and alcohol status, BP entries, and medical imaging to records: Ensure key patient health metrics and risk factors are documented and visible to clinical staff.
• Summarise notes and code documents appropriately: Create clear and accurate summaries of patient history to support ongoing care and reduce clinician workload.

Recall & Screening Support:

• Add and manage diary entries for bowel screening, diabetic eye screening, under-immunised patients, and clinical trials: Support preventative care and chronic disease monitoring by maintaining up-to-date screening and follow-up schedules.

Patient Data Administration:

• Process GMS3 forms and GP2GP workflows: Ensure smooth transfer and registration of patients between practices, keeping records consistent.
• Manage dashboard audits and transmission reports: Monitor data quality and ensure compliance with reporting standards via the NHS dashboard and EMIS tools.
• Execute Ardens searches and tidy-up procedures: Use clinical audit tools to maintain accurate records and identify patients needing review.
• Handle SARs, summary requests, patient agreements, and safeguarding protocols: Manage requests and protocols involving sensitive patient data with accuracy and discretion.

General Duties & Responsibilities:

• Support clinical, GPA, prescription, reception, and management teams: Collaborate with various departments to facilitate efficient patient care and daily operations.
• Answer and transfer admin calls; monitor admin emails, tasks, and dashboards: Serve as a point of contact for incoming communications and ensure timely response to administrative tasks.
• Attend meetings and complete mandatory training: Engage in regular training and discussion to stay current with policies and improve service delivery.
• Comply with QCS policies, health & safety, and confidentiality protocols: Ensure all actions align with governance standards and best practices for safety and confidentiality.
• Check NHSmail and TeamNet for updates: Stay informed of important organisational and clinical updates relevant to daily duties.
• Report sickness and attend supervisions: Follow internal processes to support staff well-being and professional development.
• Cover duties during staff absence or leave: Provide flexible support across the team to maintain service levels at all times.