Practice Clinical Administration Assistant

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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.

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.

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.