Job summary
We are seeking a dedicated and organised Clinical Administrator to join our team. The successful candidate will play a crucial role in ensuring the smooth operation of our clinical services by providing administrative support to our healthcare professionals and patients.
Main duties of the job
- Contact with Patients
- Manage and maintain patient documents, ensuring accuracy and confidentiality.
- Oversee patient recall processes and manage workflow efficiently.
- Monitor and report on Key Performance Indicators (KPIs).
- Coordinate clinic bookings and cancellations.
- Take minutes during meetings and distribute them as required.
- Handle laboratory results and ensure timely communication to relevant staff.
- Process claims and manage related documentation.
- Perform general administrative tasks to support the clinical team.
- Update and maintain the practice website with current information.
- Assist in the preparation of medical reports.
- Care of Patients
About us
Based in East London, we are part of the Bromley By Bow Health Partnership. We are a large teaching practice with over 33,000 patient list size, based across 2 sites, rated an Outstanding Practice by CQC which consists of nearly 50 members of staff at St Andrews Health Centre of which are 7 GPs, 3 nurses, 2 ANP's, 3 HCA,3 pharmacist,and other health care professionals.
Our aim is to deliver high quality primary care which integrates with the local community while providing a supportive and enjoyable place to work.
Please visit our website for further information about our services and who we are.
Job description
Job responsibilities
Contact with Patients
- Manage and maintain patient documents, ensuring accuracy and confidentiality.
- Oversee patient recall processes and manage workflow efficiently.
- Monitor and report on Key Performance Indicators (KPIs).
- Coordinate clinic bookings and cancellations.
- Take minutes during meetings and distribute them as required.
- Handle laboratory results and ensure timely communication to relevant staff.
- Process claims and manage related documentation.
- Perform general administrative tasks to support the clinical team.
- Update and maintain the practice website with current information.
- Assist in the preparation of medical reports.
Care of Patients
- Process requests for repeat prescriptions according to practice guidelines.
- Book interpreter/advocates as requested.
- Assist with interpreting where possible.
- Process requests for patient transport.
- Handle patient samples in a clinically safe manner.
- Ensure high levels of hygiene and infection control are maintained.
Engagement with Patients
- Encourage patient engagement by collecting comments and suggestions.
- Promote patient questionnaires and feedback mechanisms.
- Manage and coordinate Patient Participation Group Meetings
Administration
- Act as the first point of contact for patients needing general practice information.
- Receive, sign for, and store deliveries appropriately.
- Prepare and store patient notes securely.
- Collect and record fees for non-NHS services.
- File, scan, and retrieve paperwork.
- Manage patient registrations and deductions.
- Enter clear and accurate data into the clinical system.
- Provide general administrative support as required.
- Organise training an development for teams
Continuity of Care
- Manage the appointment system to ensure continuity of care with the same clinician where possible.
- Promote self-management for patients while balancing routine and urgent appointments.
- Signpost patients to appropriate alternative sources of advice and support.
- Accurately take and relay messages from patients.
- Handle patient correspondence efficiently.
- Schedule patient treatments and coordinate reminder procedures.
- Ensure documentation and consent forms are completed before and after treatments.
Participation in Meetings and Learning
- Actively contribute to team meetings and foster a collaborative work environment.
- Take responsibility for personal learning and development.
Flexibility
- Provide cover for team members during sickness or annual leave.
- Be prepared to work flexibly across different sites if required.
- Respond positively to changes in role requirements.
- Undertake additional duties as required by management.
Job description
Job responsibilities
Contact with Patients
- Manage and maintain patient documents, ensuring accuracy and confidentiality.
- Oversee patient recall processes and manage workflow efficiently.
- Monitor and report on Key Performance Indicators (KPIs).
- Coordinate clinic bookings and cancellations.
- Take minutes during meetings and distribute them as required.
- Handle laboratory results and ensure timely communication to relevant staff.
- Process claims and manage related documentation.
- Perform general administrative tasks to support the clinical team.
- Update and maintain the practice website with current information.
- Assist in the preparation of medical reports.
Care of Patients
- Process requests for repeat prescriptions according to practice guidelines.
- Book interpreter/advocates as requested.
- Assist with interpreting where possible.
- Process requests for patient transport.
- Handle patient samples in a clinically safe manner.
- Ensure high levels of hygiene and infection control are maintained.
Engagement with Patients
- Encourage patient engagement by collecting comments and suggestions.
- Promote patient questionnaires and feedback mechanisms.
- Manage and coordinate Patient Participation Group Meetings
Administration
- Act as the first point of contact for patients needing general practice information.
- Receive, sign for, and store deliveries appropriately.
- Prepare and store patient notes securely.
- Collect and record fees for non-NHS services.
- File, scan, and retrieve paperwork.
- Manage patient registrations and deductions.
- Enter clear and accurate data into the clinical system.
- Provide general administrative support as required.
- Organise training an development for teams
Continuity of Care
- Manage the appointment system to ensure continuity of care with the same clinician where possible.
- Promote self-management for patients while balancing routine and urgent appointments.
- Signpost patients to appropriate alternative sources of advice and support.
- Accurately take and relay messages from patients.
- Handle patient correspondence efficiently.
- Schedule patient treatments and coordinate reminder procedures.
- Ensure documentation and consent forms are completed before and after treatments.
Participation in Meetings and Learning
- Actively contribute to team meetings and foster a collaborative work environment.
- Take responsibility for personal learning and development.
Flexibility
- Provide cover for team members during sickness or annual leave.
- Be prepared to work flexibly across different sites if required.
- Respond positively to changes in role requirements.
- Undertake additional duties as required by management.
Person Specification
Qualifications
Essential
- Education to GCSE level or above essential. (at least 3 GCSEs at A* - C)
- EMIS Web Experience
Desirable
- Experience of working in a surgery or similar environment
- Use of EMIS clinical system
- Administrative experience
- Knowledge of the NHS
Experience
Essential
- Minimum of 6 months working directly with members of the public in a busy customer care environment.
- Experience of answering telephone calls in a high call volume environment
- Experience of working as part of a team
- Use of Microsoft Office
- (Word , Excel, Outlook etc )
- Understanding of confidentiality
- Understanding of customer services
- A professional approach is essential
- Ability to work under pressure whilst remaining calm is essential
- Literacy skills (spelling, comprehension etc)
- Verbal communication skills ability to deal with people in person and on the telephone
Person Specification
Qualifications
Essential
- Education to GCSE level or above essential. (at least 3 GCSEs at A* - C)
- EMIS Web Experience
Desirable
- Experience of working in a surgery or similar environment
- Use of EMIS clinical system
- Administrative experience
- Knowledge of the NHS
Experience
Essential
- Minimum of 6 months working directly with members of the public in a busy customer care environment.
- Experience of answering telephone calls in a high call volume environment
- Experience of working as part of a team
- Use of Microsoft Office
- (Word , Excel, Outlook etc )
- Understanding of confidentiality
- Understanding of customer services
- A professional approach is essential
- Ability to work under pressure whilst remaining calm is essential
- Literacy skills (spelling, comprehension etc)
- Verbal communication skills ability to deal with people in person and on the telephone
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.
