Main duties of the job
* Work closely with the Clinical Partner to support clinical priorities and service delivery.
* Run searches relating to clinical conditions using platforms SystemOne and Ardens.
* Review patient records and code clinical information accurately and appropriately.
* Ensure high‑quality clinical coding on patient records to support safe care and correct contractual claims.
* Identify patients requiring follow‑up, monitoring, or intervention in line with clinical protocols.
* Contact patients to obtain additional clinical or administrative information where required.
* Arrange and coordinate appointments, including specific clinics, in collaboration with clinical teams and Patient Services.
* Provide clear, professional communication to patients regarding appointments and care processes.
Contractual & Quality Framework Support
* Review and monitor requirements relating to:
* Quality and Outcomes Framework (QOF)
* Long Term Conditions (LTC)
* Impact and Investment Framework (IIF)
* GP Contract requirements
* Work proactively to ensure the practice is delivering and evidencing appropriate care.
* Flag gaps, risks, or opportunities to the Clinical Partner and relevant managers.
* Ensuring compliance for CQC.
Teamworking & Service Support
* Liaise closely with the IT Lead, Patient Services Manager, and clinical teams to support clinic setup and service delivery.
* Work alongside the LTC Co‑ordinator and Care Co‑ordinators to ensure:
o No duplication of roles
o Clear understanding of responsibilities
o Mutual awareness to provide cover when required
* Support the Patient Services Manager and Senior Receptionist to ensure the smooth day‑to‑day running of the reception and administrative team.
* Provide advice, guidance, and practical support to colleagues where appropriate.
* Using Co‑pilot/Heidi Health to create and update protocols, ensuring they are reviewed regularly.
Systems & Training
* Use SystemOne and Ardens platforms confidently to support clinical and administrative processes.
* Undertake further training in SystemOne and Ardens searches as arranged by the practice.
* Maintain confidentiality and comply with data protection, information governance, and clinical safety requirements at all times.
Qualifications
* Educated to O level, GCSE grade C or above, or equivalent
* Significant experience in an administrative role within a GP practice or primary care setting
* Strong understanding of clinical coding and patient record management
* Confident use of SystemOne (S1); experience with Ardens desirable
* Excellent organisational and time‑management skills
* Ability to work independently and prioritise a varied workload
* Experience if working independently with minimal supervision
* Experience working with QOF, LTC, IIF, and GP contract requirements
* Experience running clinical searches and interpreting results
* Awareness of care coordination and long‑term condition management
* Highly organised and detail‑oriented
* Proactive and solution‑focused
* Professional, discreet, and reliable
* Able to work collaboratively across clinical and non‑clinical teams
* Adaptable and supportive, particularly during periods of change or pressure
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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