Job Description Clinical Administrator Job Title: Clinical Administrator Responsible to: Administration Lead, Practice Manager Accountable to: Practice Partnership Hours: TBA Job Summary The Clinical Administrator provides vital support to the multidisciplinary team by managing and processing clinical correspondence and patient records in line with practice and national guidelines. The role focuses on streamlining workflows to reduce unnecessary GP administration, ensuring accurate coding and filing of information, and directing more complex items to the appropriate clinician for review. The post-holder will work as part of the Clinical Administration team, prioritising their workload effectively, maintaining strict confidentiality at all times, and knowing when to escalate matters to supervisors or clinicians. Roles and Responsibilities Ensure all incoming and internal correspondence is stored in patient records.
Review and Read Code clinical correspondence before forwarding to clinicians. Process and file hospital letters, reports, emails and other correspondence. Code diagnoses, procedures and investigations accurately. Refer complex or high-risk documents, including safeguarding issues, to the relevant clinician.
Summarise new patient records (manual and GP2GP) and process registrations, transfers, and out-of-area notifications. Manage incoming test results, redirect unmatched pathology, and process screening and monitoring results (e.g. diabetic eye screening, mammograms, DMARD recalls). Process Out of Hours reports and other external communications.
Maintain accurate documentation for insurance reports, medical reports and private letters. Monitor the practice email inbox, flagging urgent queries promptly. Support enhanced service administration, QOF monitoring, recalls (e.g. immunisations, smears, chronic disease), and audits.
Run EMIS searches as required. Provide administrative cover for other team members when necessary. Open, scan, distribute and file post; manage photocopying and record requests. Assist with training and mentoring of new staff.
Maintain a tidy office environment and adhere to a clear desk policy. Teamwork & Communication Work as part of the Clinical Administration Team and the wider practice team. Build effective working relationships with colleagues, patients and external organisations. Communicate clearly and professionally, ensuring confidentiality at all times.
Participate in meetings and training, including occasional sessions outside normal hours. General Responsibilities Confidentiality Patients entrust the practice with sensitive information and staff must respect this confidentiality at all times. Information relating to patients, carers, colleagues or the practice may only be shared in line with GDPR and practice policies. Health & Safety Follow practice health and safety policies, including infection prevention and control.
Use personal security systems as required. Identify risks, manage work safely, and report concerns promptly. Maintain work areas in a safe, hazard-free condition. Equality & Diversity Promote equality of opportunity and respect the rights of patients, carers and colleagues.
Act in ways that recognise diversity and ensure fairness, consistent with policy and legislation. Respect privacy, dignity, needs and beliefs at all times. Personal & Professional Development Participate in annual appraisal and performance reviews. Take responsibility for ongoing learning and development.
Share skills and knowledge with colleagues and support new staff training. Quality Strive to maintain quality and safety within the practice. Contribute to audits, QOF and CQC compliance. Reflect on individual and team activities, suggesting improvements to enhance performance.
Manage own time, workload and resources effectively. Communication Communicate effectively with patients, carers, colleagues and external agencies. Adapt communication methods to meet individual needs and ensure understanding. Other Information Duties may change according to practice needs, following consultation and training.
The role is subject to the Rehabilitation of Offenders Act exceptions, requiring disclosure of relevant convictions. The practice operates a non-smoking policy.