Administration Clerk

Barbourne Health Centre

The closing date is 20 April 2025

Job summary

If you have previously applied for this position, your applicaiton has not been successful. Please do not apply again.

We are looking for a friendly, patient focused and efficient person to join our Administration Team.

The hours will equate to 25 hours a week, Monday to Friday, 9:00am to 2:00pm.

The post holder will be responsible for general administrative functions as part of the existing admin team. To accurately manage the clinical correspondence once trained and code appropriately, transcribing referral letters within the Practice or transferring information for referral and advice and guidance from clinical staff consultations. Work within set routines, policies and procedures to provide a comprehensive high-quality service to the unit, and able to deal efficiently and courteously with patients and relatives enquiries.

Provide general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Main duties of the job

The candidate should have administration experience in a previous role, be well-organised, have an excellent telephone manner, ability to cope under pressure, good communication skills and be computer literate. Preferably with experience of EMIS Web but training can be provided.

It is essential that the candidate have a caring approach, and a good listener! Be a team player and motivated to providing a caring and efficient service to our patients as part of a wider team.

About us

We are a well organised friendly, adaptable GMS Practice. We operate from a purpose built surgery on the outskirts of Worcester. We have just over 11,500 patients. We have a strong GP, ANP, PA and Nursing team who are supported by Management, Administration and Reception.

We are a part of the Worcester City Primary Care Network and have strong links with associated teams within this organisation.

We encourage staff participation in regular meetings with protected learning times and continuing role development.

Date posted

24 March 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A3303-25-0003

Job locations

44 Droitwich Road

Worcester

WR3 7LH

Job description

Job responsibilities

Job responsibilities:

To accurately scan and code clinical correspondence on to patients record using the clinical software (Docman).

Ensure a good flow of communication within the admin team and across the practice, particularly in response to problems.

To accurately manage the clinical correspondence on NHS mail

Transcribe clinical letters using Lexacom

To email referrals to the relevant hospital departments as requested by clinical staff & accurately document the receipt in patients records. Using e-RS (previously known as Choose & Book) to refer patients at the clinicians request, to print patients booking information and appointment summaries.

Effectively signpost patients to services appropriate to their needs

Ensure tasks in EMIS and Docman workflow are actioned within a 48-hour time frame where possible

Use EMR system to produce and send Insurance reports and medical records for solicitors requests

Monitor the Cancer referral tracking system to ensure patients have attended their appointment after 2 weeks from referral date.

To answer the telephone promptly and deal with enquiries in a helpful and courteous manner, being aware of the need to maintain confidentiality at all times regarding patients and staff.

Use of AccuRx system for communication with patients

To maintain a good rapport/relationship between internal and external customers of the Practice at all times.

To adopt a proactive approach and deal with any issue relating to the administration department which may arise. Prioritising daily duties to ensure deadlines are met

Ad hoc duties as required from clinical and management team.

To effectively communicate the complaints procedure when necessary.

To ensure a handover is given to colleagues when shift ends. Communicating via the end of day on anything that may require further attention.

To distribute letters, memorandums, reports, and general correspondence as required and to ensure efficient maintenance of all records in accordance with Statutory and Company procedures.

To ensure all correspondence received in the Practice is date stamped and receives prompt attention and that the Practice's filing system is maintained accurately and promptly.

To attend and contribute to staff meetings and development meetings constructively.

In keeping with the general management role and as may be determined by the Practice Manager.

Telephone

Have working knowledge of our cloud telephony telephone system (training given).

Other Tasks

Maintain a clear desk policy and adhere to practice policies
Any other tasks allocated by managers

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data