General Practice Administrator / Receptionist / Clinical Coder
This is a varied role combining reception duties, administrative support, and clinical coding responsibilities. The successful candidate will be an integral part of the team, ensuring the smooth day-to-day running of the practice and maintaining accurate clinical records.
Main duties of the job
* First point of contact for patients in person and by telephone
* Booking and managing appointments
* Handling patient queries with professionalism and sensitivity
* Processing repeat prescription requests
* Liaising with clinical staff and external healthcare providers
* Administration
* Scanning, filing, and summarising incoming patient correspondence
* Updating patient records in line with data protection and confidentiality standards
* Supporting clinical and management staff with administrative tasks
* Assisting with the organisation of clinics, recalls, and routine audits
* Clinical Coding
* Accurately read-code incoming correspondence into patient records
* Extract relevant information from hospital letters and clinical documents
* Identify significant diagnoses, procedures, and test results
* Support quality improvement initiatives such as QOF, and local enhanced services
About us
We are a friendly and progressive GP surgery committed to delivering high-quality patient care. We pride ourselves on supporting our team and encouraging career development. Due to internal growth, we are looking to appoint a motivated and flexible individual to join our administrative team.
We have just over 6600 patients across 2 sites. Our branch surgery is due to relocate to a newly purpose-built surgery on Llantrisant Road near Rhydlafar Drive.
Job responsibilities
Job Purpose:
To provide comprehensive administrative and reception support within the GP practice. The postholder will also contribute to accurate clinical record-keeping through clinical coding of incoming correspondence. They will ensure a high standard of service to patients, clinicians, and the wider healthcare team while maintaining confidentiality and professionalism.
Main Duties and Responsibilities:
Reception Duties:
* Greet and assist patients at the front desk and by telephone in a courteous, efficient, and confidential manner.
* Book, amend, and cancel appointments using the clinical system.
* Deal with general patient queries and direct clinical matters to appropriate staff.
* Process requests for home visits and communicate them to GPs.
* Handle prescription requests following practice protocol.
* Monitor waiting areas and ensure they are clean, welcoming, and safe.
Administrative Duties:
* File and scan patient documents into the clinical system accurately.
* Assist in summarising patient records.
* Respond to administrative queries from patients, clinicians, and other organisations.
* Assist with recall processes for chronic disease management, vaccinations, etc.
* Provide admin support for audits, reports, and meetings.
Clinical Coding Duties:
* Review and code incoming clinical correspondence (hospital letters, discharge summaries, investigation results).
* Ensure coding reflects relevant diagnoses, procedures, and investigations.
* Support accurate data entry for QOF, IIF, and local enhanced services.
* Work with clinical and management teams to maintain coding accuracy across the practice.
Other Duties:
* Attend and participate in team meetings, training, and appraisals.
* Maintain a good working knowledge of practice policies and procedures.
* Maintain confidentiality and data protection at all times.
* Support colleagues during absences or busy periods.
* Carry out other reasonable duties as requested by the management team.
Person Specification
Qualifications
* Experience - Reception/admin experience in a GP practice or healthcare setting
* Experience with EMIS Web, SystmOne, or similar systems
* Clinical coding and scanning experience
Skills and Knowledge
* Strong IT skills (Microsoft Office, clinical systems)
* Excellent communication and interpersonal skills
* High level of accuracy and attention to detail
* Understanding of confidentiality, data protection, and GDPR
Personal Attributes
* Team player with a flexible attitude
* Calm under pressure
* Proactive and self-motivated
* Empathetic and patient-centred
Other Requirements
* Able to work occasional overtime if required
* Reliable and punctual
* NVQ Level 2/3 in Business Admin or Health & Social Care
* Experience with QOF
* Knowledge of Read coding
* Experience summarising patient records
* Understanding of NHS structure and primary care services
* Interest in professional development
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a disclosure check will be required to ensure suitability for the role.
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