Overview
The Clinical Administrator provides vital administrative support to the multidisciplinary team, ensuring the smooth and accurate flow of clinical correspondence within the practice. The role focuses on streamlining processes to reduce the number of documents requiring GP input, while maintaining safe and effective handling of patient records. The post holder will work closely with colleagues to ensure efficient workflows, adhere to confidentiality and data protection standards, organise and prioritise workload, follow practice and national guidelines, and recognise the limits of their responsibilities, seeking guidance from a GP, supervisor or manager when necessary. This is a vital role that supports both clinical staff and patients by ensuring accurate, timely, and safe management of medical information, contributing to the overall effectiveness of the practice.
Key duties
Main duties include reviewing and processing incoming clinical correspondence, extracting and coding relevant information, and accurately updating patient records. Where correspondence can be managed directly, it will be filed appropriately; more complex or uncertain cases will be referred to the relevant clinician to ensure patient safety. The role may also involve note summarising and directing tasks to the correct team members as required.
Responsibilities
* Manage and process all incoming and internal patient correspondence, ensuring accurate filing to patient records in line with practice protocols.
* 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: Respect patient information and share it only in line with GDPR and practice policies.
* Health & Safety: Follow practice policies, infection prevention and control; maintain safe work areas; identify risks and report concerns promptly.
* Equality & Diversity: Promote equality of opportunity, respect diversity, and ensure fairness and privacy.
* Personal & Professional Development: Participate in annual appraisal, pursue ongoing learning, and support staff development.
* Quality: Strive for quality and safety, contribute to audits, QOF and CQC compliance, and reflect on activities to drive improvements.
* Communication: Communicate effectively with patients, carers, colleagues and external agencies; adapt communication to individual needs.
Other Information
* Duties may change according to practice needs, following consultation and training.
* The role is subject to the Rehabilitation of Offenders Act (1974) exceptions, requiring disclosure of relevant convictions.
* The practice operates a non-smoking policy.
Job Description
Job responsibilities as listed above; the role is to provide vital administrative support within the Clinical Administration team and wider practice.
Person Specification
Experience: Essential – Experience of working with the general public; experience of administrative duties; experience of working in a health care setting.
* Polite and confident
* Flexible and cooperative
* Motivated
* Forward thinker
* High levels of integrity and loyalty
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
Skills
* Excellent communication skills (written and oral)
* Strong IT skills
* Clear, polite telephone manner
* Competent in the use of Office and Outlook
* Understanding of clinical coding
* Effective time management (planning & organised)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving & analytical skills
* Ability to follow policy and procedure
Qualifications
* Educated to GCSE level or equivalent
* GCSE Mathematics & English (C or above)
* NVQ Level 2 in Health and Social Care
Disclosure
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure to the Disclosure and Barring Service will be required.
Employer details
Len Valley Practice, Groom Way, Lenham, Maidstone, Kent, ME17 2QF. Website: https://www.lenvalleypractice.co.uk/
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