Administrative Support Co-ordinator

Leylands Medical Centre; Bradford; On-site; GBP 21,000 - 29,000; Part time

Job summary

Leylands Medical Centre in Bradford is seeking an experienced GP coder and summariser to join the Administrative Support Team. The fixed-term 12-month contract offers 30 hours per week across four days, with one possible day off.

The role focuses on coding patient records, summarising medical histories and maintaining accurate data across Leylands and Wrose Medical Centre sites. Responsibilities include coding A&E and discharge summaries, processing registrations, managing EDI links, scanning

Qualifications

• Experience in GP practice administration and summarising records.
• Familiarity with SystmOne and NHS information governance.
• GCSEs in English and Maths or equivalent qualification.

Responsibilities

• Summarising patient medical records and maintaining accuracy.
• Processing registrations and updating patient details.
• Managing EDI Links and updates on SystmOne.
• Coding A&E reports and discharge summaries.
• Scanning daily post and hospital letters.
• Handling NHS Mail and triage of urgent information.
• Supporting clinical correspondence and follow-ups.
• Processing screening results and safeguarding-related items.

Skills

Summarising

Strong communication

Teamwork

Confidentiality & information GDPR

Education

GCSEs in English and Maths

Tools

SystmOne

Ardens

Job description

An exciting opportunity has arisen for an experienced GP coder and summariser to join our practice as part of our incredible Administrative Support Team.

This is a fixed-term, 12-month contract, with the possibility of extension for the right candidate.

The hours of work will be 30 hours a week spread out over 4 days with the possibility of a Tuesday or a Thursday off.

The successful candidate will support the day-to-day administrative operations of the practice, with a particular focus on coding patient medical records to ensure information is accurate, up to date and readily accessible to our clinical team.

The role will be based across our Leylands and Wrose Medical Centre sites, and flexibility to work across both sites will be required.

Main duties of the job

The Administrative Support Team helps keep the practice running smoothly by:

Summarising patient medical records to ensure information is accurate and up to date.

Processing new patient registrations and maintaining patient records.

Managing EDI Links and updating patient details on SystmOne.

Coding clinical letters, hospital discharge summaries and A&E reports.

Scanning and processing daily post, hospital letters and patient correspondence.

Monitoring NHS Mail and out-of-hours reports, ensuring important information reaches the right team.

Supporting clinical correspondence and following up outstanding information when needed.

Processing screening reports, including retinal and bowel screening results.

Actioning death notifications and processing coroner referrals and inquest reports.

Monitoring the practice Gateway and reporting any technical issues.

Recognising and promptly escalating urgent, clinically significant or safeguarding-related information to the appropriate person.

About us

We are a large, modern, and forward-thinking GP practice, where we provide exceptional and outstanding care to a community of roughly 18,800 patients.

Job responsibilities

The role is 30 hours per week: 8am-4pm over 4 days with either a Tuesday or Thursday off.

The Administrative Support Coordinator deliversthe practice's day to day administrative workflow, including registrations,coding, scanning and all other back-office administration duties. The post-holder will ensure administrative tasks are actionedaccurately and within agreed timescales, working closely with reception,clinical and clinical admin colleagues across all sites.

2. Reporting and accountability

Line management: Reportable toAdministrativeSupport Manager.

Day-to-day working: alongsidethe wider Administrative Support team which consists of six very experienced and knowledgeable administrators.

The post-holder will be accountable for deliveringadministrative responsibilities to practice standards and for escalatingurgent, safeguarding-related or clinically significant items through theappropriate route, in line with practice SOPs.

3. Location and working pattern

The role will be based across two of our three sites: Leylands and Wrose Medical Centre. The post-holder will be required to work atany of these sites, including movement between sites within a singleworking day, in line with service need.

4. Scope of role

The Administrative Support Team are accountable for the following operational areas:

Gateway ensuringthe Gateway is running each morning; first point of contact in the practice forGateway issues, escalating as required.

Registrations newpatient, temporary, care home and new baby registrations (including from motherand baby discharge summaries); chasing patients on discrepancies (e.g. NHSnumber, name spelling).

EDI Links managing EDI Links onSystmOne, including amendments in/out, registrations and deductions.

Summarising manning the summarising taskbox (internal and external), escalating urgent items to the triage list orrelevant party; summarising records, including requesting and returning paperrecords from storage (Oasis).

Correspondence sendingletters to the hospital following shared care protocol, including rejectingtests where required or directed by a partner; chasing clinical correspondenceby phone or email when required.

Screening pulling retinal screeningreports via Spectra; bowel screening filing.

OOH processing daily OOH electronic reports; addingitems to the triage list where necessary.

NHS Mail downloading NHS mail daily;escalating urgent items to the triage list or relevant party.

Coding coding A&E reports anddischarge summaries and ensuring they are routed to the correct team; codingclinical letters using the code formulary and considering QOF.

Scanning scanning daily post,including hospital letters, private work requests and patient correspondence.

Death protocol actioningdeath notifications and sending to the relevant party per SOP; processingcoroners' referrals and inquest reports; keeping tasks open for inquests andchasing information when needed.

Deliver administrative workflow accurately andwithin agreed timescales, including registrations, coding, scanning andcorrespondence.

Escalate urgent, safeguarding-related orclinically significant items immediately and in line with practice SOPs.

Maintain accurate, confidential records withinSystmOne, using Ardens and approved local templates where required.

Support patients and external organisations withregistration, referral and correspondence enquiries.

Contribute to the six-week patient letter SLAand other administrative service standards.

Work flexibly to support service need, includingsupporting absence cover.

6. Standards and governance

Follow practice SOPs, information governance andGDPR requirements.

Recognise and escape safeguarding concerns inline with practice safeguarding policy.

Contribute to CQC readiness through accuraterecord-keeping and SOP compliance.

Participate in mandatory training, induction andongoing development relevant to the role.

7. Other

This Job Description sets out the principalaccountabilities of the role and is not intended to be exhaustive. Thepost-holder may be asked to undertake other reasonable duties consistent withthe level of the role, and the Job Description will be reviewed periodically indiscussion with the post-holder.

Person Specification

Experience

• Experience of working within a Summarising Team in a GP practice.

• Experience using SystmOne.

• Accurate, methodical approach to registrations, coding, scanning and correspondence.

• Strong communication skills, including with patients, clinicians and external organisations.

• Understanding of confidentiality, safeguarding and information governance.

• Previous experience in NHS general practice or primary care administration.

• Experience of registrations, EDI Links or SystmOne administration.

Skills

• Good IT skills and confidence using clinical systems and electronic patient records.

• Good understanding of patient confidentiality, GDPR and information governance.

• Ability to provide quality care.

• Good interpersonal and communication skills.

• Ability to work as part of a team.

Qualifications

• GCSE grade A to C in English and Maths

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.