Clinical Administrator

Len Valley Practice; Lenham; On-site; GBP 21,000 - 28,000; Full time

Job summary

Len Valley Practice is seeking a Clinical Administrator to support the multidisciplinary team by processing clinical correspondence and updating patient records with accuracy and confidentiality.

You will review and code information, escalate complex items to clinicians, run EMIS searches, support QOF and audits, and help training new staff while maintaining high standards of patient safety and data governance.

Qualifications

• Experience handling clinical correspondence and patient records.
• Ability to code diagnoses and investigations.
• Commitment to confidentiality and data protection.

Responsibilities

• Ensure all incoming and internal correspondence is stored in patient records.
• 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.
• Monitor practice recalls and audits including QOF support.
• 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.

Skills

Attention to detail

Data entry

Confidentiality

Tools

EMIS

Job description

This is a key role within our multidisciplinary team, supporting clinicians by ensuring incoming clinical correspondence is reviewed, processed and accurately recorded. You will identify relevant clinical information, update patient records and ensure correspondence is directed to the right person or team. The role will suit someone who enjoys working with detailed information, follows processes carefully and can use their judgement to identify what can be safely managed and what needs clinical input. You will help reduce unnecessary GP workload while recognising when something is outside your remit and needs to be escalated. Day-to-day work may include reviewing hospital letters, investigation results and other clinical correspondence, extracting and coding relevant information, updating patient records, filing documentation and directing tasks to the appropriate team. You may also support note summarising and other activities that maintain clear, accurate clinical records. Accuracy and patient safety are at the heart of this role. You will need to manage your workload, follow practice and national guidance, and know when to seek advice from a GP, supervisor or manager. By ensuring clinical information is handled accurately, promptly and safely, you will help our clinicians work effectively and support patient care. As a Clinical Administrator, you will help keep the practices clinical and administrative processes running smoothly. Your main duties will include processing incoming clinical correspondence, accurately updating patient records, reviewing and coding clinical information, and ensuring information is directed to the appropriate team member. You will support the processing of hospital and clinic letters, results, safeguarding information and electronic data, as well as summarising new patient records, supporting registrations and managing out-of-area correspondence. You will also monitor recalls, screening results and high-risk medication monitoring to help ensure important follow-up is not missed. The role includes supporting QOF, audits, enhanced services and other quality improvement work, alongside patient recall programmes such as immunisations and cervical screening. You will also process insurance and medical reports, monitor the practice email account and provide wider administrative support when required. Working closely with the clinical team, you will identify and escalated complex or sensitive issues appropriately and support effective communication across the practice. You will also contribute to team meetings and training and help new colleagues learn practice processes. High standards of confidentiality, information governance and accuracy are essential. Job Description Clinical Administrator Job Title: Clinical Administrator Responsible to: Administration Lead, Practice Manager Accountable to: Practice Partnership Hours: TBA Job Summary The Clinical Administrator provides vital support to the multidisciplinary team by managing and processing clinical correspondence and patient records in line with practice and national guidelines. The role focuses on streamlining workflows to reduce unnecessary GP administration, ensuring accurate coding and filing of information, and directing more complex items to the appropriate clinician for review. The post-holder will work as part of the Clinical Administration team, prioritising their workload effectively, maintaining strict confidentiality at all times, and knowing when to elevate matters to supervisors or clinicians.

Roles and Responsibilities

• Ensure all incoming and internal correspondence is stored in patient records.
• 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

Patients entrust the practice with sensitive information and staff must respect this confidentiality at all times. Information relating to patients, carers, colleagues or the practice may only be shared in line with GDPR and practice policies.

Health & Safety

• Follow practice health and safety policies, including infection prevention and control.
• Use personal security systems as required.
• Identify risks, manage work safely, and report concerns promptly.
• Maintain work areas in a safe, hazard-free condition.

Equality & Diversity

• Promote equality of opportunity and respect the rights of patients, carers and colleagues.
• Act in ways that recognise diversity and ensure fairness, consistent with policy and legislation.
• Respect privacy, dignity, needs and beliefs at all times.

Personal & Professional Development

• Participate in annual appraisal and performance reviews.
• Take responsibility for ongoing learning and development.
• Share skills and knowledge with colleagues and support new staff training.

Quality

• Strive to maintain quality and safety within the practice.
• Contribute to audits, QOF and CQC compliance.
• Reflect on individual and team activities, suggesting improvements to enhance performance.
• Manage own time, workload and resources effectively.

Communication

• Communicate effectively with patients, carers, colleagues and external agencies.
• Adapt communication methods to meet individual needs and ensure understanding.

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.