About this role
Job summary
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.
Main duties of the job
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 escalate 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.
About us
Len Valley Practice is a friendly forward thinking GP surgery based in the historic village of Lenham Kent caring for just over ten thousand patients across Lenham and Harrietsham The practice is led by five GP partners supported by salaried GPs, GP registrars a strong nursing team, healthcare assistants, pharmacists, physiotherapy and paramedic practitioners as well as skilled administrative and dispensary staff.
We provide a wide range of primary care services including long term condition management, immunisations, maternity and family planning, minor surgery, health screening and treatment of illness or injury Rated Good by the Care Quality Commission the practice is committed to delivering safe effective and patient centred care.
We pride ourselves on being an approachable, supportive and community focused organisation with a strong emphasis on teamwork professional development and delivering high quality care for all.
Job description Job responsibilities
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 escalate 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.
Person Specification
Personal Qualities Essential
Ability to work under pressure Excellent attention to detail and accuracy
Desirable
Knowledge of clinical terminology.
Experience Essential
Previous experience in an administrative role. Experience using computerised systems and Microsoft Office.
Desirable
Previous experience working in a GP practice or primary care setting.
Qualifications Essential
Educated to GCSE level or equivalent
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 Len Valley Practice
Address Groom Way
Lenham
Maidstone
Kent
ME17 2QF
United Kingdom
Employer's website https://www.lenvalleypractice.co.uk/ (Opens in a new tab)