Care Coordinator: Secretary and Communication

• Develop and maintain strong working relationships with secondary care, community services, and other healthcare providers.
• Maintain up-to-date knowledge of local referral pathways, services, and neighbourhood working initiatives.
• Manage and maintain a comprehensive database of referral pathways, service contacts, and provider information.
• Support clinicians with the processing of electronic referrals using eRS, Ascenda Gateway, and other relevant systems.
• Process urgent and fast-track (2 Week Wait) referrals promptly, ensuring appropriate follow-up and liaison with patients, clinicians, and external services.
• Monitor and report on referral activity, identifying trends and supporting strategic initiatives to improve patient care and access to services.
• Support the review and update of practice protocols in line with current pathways and service developments.

• Provide high-quality administrative and secretarial support to GPs, Partners, and the wider clinical team.
• Prepare and process clinical correspondence, including letters, reports, referrals, and other documentation accurately and confidentially.
• Arrange appointments, investigations, and bookings, liaising with hospitals, service providers, clinicians, and patients as required.
• Action tasks delegated by clinicians and colleagues in a timely manner.
• Manage hospital correspondence and undertake administrative actions relating to incorrect registrations and patients who have left the practice.
• Assist with the preparation and administration of patient care plans under the direction of the clinical team.
• Maintain Continuity of Care and Gold Standards Framework (GSF) registers, working closely with clinical and administrative leads.
• Undertake minute-taking and prepare agendas for meetings when required.
• Complete additional administrative duties as directed by the Partners and management team.

• Ensure accurate, timely, and secure entry of patient information onto EMIS and other practice systems.
• Maintain effective filing and record-management systems, ensuring information is accessible, accurate, and compliant with data protection requirements.
• Support the development and efficient use of digital systems and communication platforms, including BlinxPACO.

• Handle incoming and outgoing telephone calls, responding to enquiries and directing queries appropriately.
• Act as a key point of contact between the practice, patients, hospitals, and external healthcare organisations.
• Promote effective communication between the practice and local healthcare services to support seamless patient care.

• Support the implementation and ongoing development of the practice communication strategy.
• Maintain awareness of national and local healthcare campaigns and coordinate related practice communications.
• Manage the practice content calendar and oversee the planning of communication activities.
• Coordinate and manage practice social media platforms and communications.
• Produce and distribute the practice newsletter.
• Work collaboratively with the Patient Participation Group (PPG) to encourage patient engagement and gather feedback to support service improvement.

• Contribute to the continuous improvement of practice services, processes, and patient experience.
• Maintain confidentiality and comply with all practice policies, information governance standards, and regulatory requirements.
• Undertake any other reasonable duties appropriate to the role, as required to meet service needs and business priorities

Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policies and procedures
• EMIS/SystmOne/Vision user skills