About this role
Job summary
Clinical Support P.A. - 30 hours per week, hybrid part office and part home working
Are you an organised, proactive, and compassionate individual looking for a varied role where you can make a real difference? We are seeking a Clinical Support P.A.to join our friendly and supportive team for 30 hours per week.
This is a rewarding opportunity to provide high-quality, confidential support to our patients, clinicians, partners, and senior management team. No two days are the same, so we're looking for someone who thrives in a fast-paced environment, can manage competing priorities, and enjoys working collaboratively.
You'll play a vital role in ensuring the smooth day-to-day running of our clinical services, by providing professional administrative support while maintaining the highest standards of confidentiality, accuracy, and patient care.
The successful candidate will be highly organised, adaptable, and able to build positive working relationships with a wide range of people. Strong communication skills, attention to detail, and a flexible approach are essential, as this role offers a broad scope of responsibilities.
If you're looking for a role where your skills will be valued and your work will have a meaningful impact, we'd love to hear from you.
Main duties of the job
Using Choose and Book software system where required to make referrals and monitor referrals to secondary care system. Use of the advice and guidance service Process Total Triage request in line with protocol Take calls from patients/hospitals etc with queries concerning hospital appointments and referrals.Manage and distribute postal mail Complete clinical system tasks, document management and manage user accounts Reject secondary care requests in line with practice responsibility policies Liaise with Senior Clinical P.A. on non-routine tasks and referral needs as required. Manage the iGPR procedure for patients/companies requesting copies of records. Invoice companies and email records as appropriate. Requests for GP reports from insurance companies arriving in the post need to be logged, checked for patient consent, given to the correct GP and on return copied, scanned onto patient record, invoiced and posted on receipt of payment. If necessary, a copy is provided for the patient concerned. Fostering and adopting reports Type up any other letters/posters, etc as required by the Practice. Manage Docman workflows in association with outsourcing company. Distribution and management of incoming post to ensure that correspondence is either actioned or forwarded to correct clinician. Alerting the Safeguarding team of any concerns or urgent actions needed.
Coding medical records with clinical coding diagnoses
About us
We are a friendly, forward-thinking rural practice providing care to over 12,100 patients across 250 square miles. Serving a diverse rural community, we are proud to deliver high-quality, patient-centred care while embracing innovation and new ways of working.
As part of the NORA Primary Care Network (PCN), we work collaboratively with neighbouring practices and healthcare professionals to continually improve services for our patients. We are committed to making the best use of the latest technologies and digital solutions to support both patient care and our staff, creating a modern and efficient working environment.
Our team is welcoming, supportive, and committed to working together. We value professionalism, compassion, and flexibility, recognising that every member of the team plays an important role in delivering excellent care. We encourage learning, development, and sharing ideas, giving staff the opportunity to grow and contribute to the future of the practice.
If you're looking for a varied and rewarding role within an innovative organisation where you'll be supported, valued, and part of a close-knit team, we'd be delighted to hear from you.
Job description Job responsibilities
Job Description
Job Title
Clinical PA
Department
Clinical Support
Reporting to
Deputy Practice Manager
Role Purpose:
To provide high level, confidential clinical support services to Patients, Clinicians, Partners, and Senior Management team. This role is varied and will have a wide scope, adaptability and flexibility are key.
Key Responsibilities:
Choose and Book software where required make referrals to secondary care system. Code all referrals into the patients clinical record.
Check referral status on ERS and manage and code rejected referrals as needed. Manage Advice and Guidance in ERS.
Process Total Triage request in line with protocol
Take calls from patients, hospitals etc with queries concerning hospital appointments and referrals.
Open post daily, scan onto computer, check, date stamp and distribute to the appropriate person.
Complete clinical system tasks, document management and manage user accounts if locked or passwords need updating Reject secondary care requests in line with practice responsibility policies
Liaise with Senior Clinical P.A. on non-routine tasks and referral needs as required.
Manage the iGPR procedure for patients/companies requesting copies of records. Invoice companies and email records as appropriate.
Requests for GP reports from insurance companies arriving in the post need to be logged, checked for patient consent, given to the correct GP and on return copied, scanned onto patient record, invoiced and posted on receipt of payment. If necessary, a copy is provided for the patient concerned.
Fostering and adopting reports
Frank mail and take to the post office daily.
Type up any other letters/posters, etc as required by the Practice. Manage Docman workflows in association with outsourcing company. Distribution and management of incoming post to ensure that correspondence is either actioned or forwarded to correct clinician. Alerting the Safeguarding team of any concerns or urgent actions needed.
Coding medical records with clinical coding diagnoses
Create invoices for businesses/patients for private services and for reimbursements.
Monitor practice email accounts and action or distribute emails as necessary
Create and amend document templates and import them into EMIS
Provide PA support to GPs in the clinical team including advice and guidance
Using digital solutions to communicate via text and email
Document Management filing in EMIS
Firearms applications, food back vouchers and maternity forms.
Monitor Lab reports and buddy group system. Accessing results and reports via Case Notes
Provide I.T. support to the clinical team
General
Be responsible for maintaining Health and Safety standards within the business, in line with the Health and Safety policy
To ensure ongoing compliance with CQC essential standards
To ensure compliance with all GDPR and data security policies
Adhere to all business protocols and SOPs
To comply with the Practice HR policies
Always ensure effective and professional communications
Always ensure a high standard of personal presentation
To take an active part in the performance review system
Complete relevant (mandatory) training and ensure agreed deadlines are met
Attend internal and external meetings as required
To support sustainability practices and recognise the shared responsibility of carrying out duties in a resource efficient way
Demonstrate due regard for safeguarding and promoting the welfare of children and adults.
This job description sets out the main duties of the post at the date it was written. Duties may vary without changing the general character of the post or the level of responsibility entailed.
Person Specification
Essential/Desirable
Qualifications
Level 2 in Customer Service
Level 3 Business Administration
Knowledge and Experience
Experience of working in a busy office with a strong customer service ethos
Ability to work effectively within and between teams to achieve common objectives
Experience of using systems for data entry
Experience of providing administration support
Experience of working in a healthcare environment
Experience of EMIS Web and Docman
Skills
High standards of accuracy and attention to detail
Excellent written and verbal communication skills
Extensive IT skills, competent in Outlook, Word and Excel
Strong organisational skills with a systematic approach to problem solving
Excellent time management with the ability to prioritise, plan and ensure objectives are met
Ability to multi-task within a demanding environment
Good interpersonal skills with a confident and professional telephone manner
Effective problem-solving techniques
Excellent customer service skills
Personal Attributes
A team player with a positive outlook and strong work ethic
The ability to use own initiative and know when to seek advice
Acts with professional integrity always Committed to high standards of quality and seeks to improve systems and processes
Ability to work under pressure to tight deadlines
Ability to develop and maintain strong, effective and professional working relationships
Flexibility in working hours when necessary
Flexible and receptive to change
Treats other people fairly and respectfully
Person Specification
Experience Essential
Experience of working in a healthcare environment Experience of working in a busy office with a strong customer service ethos Ability to work effectively within and between teams to achieve common objectives Experience of using systems for data entry Experience of providing administration support
Desirable
Experience of EMIS Web and Docman Experience of working in General Practice
Qualifications Essential
GCSE Grade A to C in English and Maths
Desirable
Level 2 in Customer Service Level 3 Business Administration
Skills and Qualities Essential
Knowledge of Medical Terminology Understanding of Caldicott Principles and GDPR
Desirable
Confident in Microsoft office package
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.
Employer details Employer name Deddington Health Centre
Address Deddington Health Centre
Earls Lane
Deddington
Banbury
Oxfordshire
OX15 0TQ
United Kingdom
Employer's website https://deddingtonhealthcentre.co.uk/ (Opens in a new tab)