About this role
Job summary
The role is key in supporting the clinical team to ensure safe, effective, and compliant patient care. Working closely with the Clinical Partner, Patient Services Supervisor and wider clinical and administrative teams, the post holder will undertake advanced administrative and clinical support duties, including data searches, clinical coding, patient liaison, and contract-related reviews. The role contributes directly to the practices performance against contractual requirements.
Main duties of the job
Work closely with the Clinical Partner to support clinical priorities and service delivery. Run searches relating to clinical conditions using platforms SystemOne and Ardens. Review patient records and code clinical information accurately and appropriately. Ensure high-quality clinical coding on patient records to support safe care and correct contractual claims. Identify patients requiring follow-up, monitoring, or intervention in line with clinical protocols. Patient Contact & Coordination
Contact patients to obtain additional clinical or administrative information where required. Arrange and coordinate appointments, including specific clinics, in collaboration with clinical teams and Patient Services. Provide clear, professional communication to patients regarding appointments and care processes. Contractual & Quality Framework Support
Review and monitor requirements relating to: Quality and Outcomes Framework (QOF) Long Term Conditions (LTC) Impact and Investment Framework (IIF) GP Contract requirements Work proactively to ensure the practice is delivering and evidencing appropriate care. Flag gaps, risks, or opportunities to the Clinical Partner and relevant managers. Ensuring compliance for CQC.
About us
We are a busy GP Practice in West Swindon and we can offer a stimulating and welcoming environment whether you wish to develop your skills in this type of work or just be part of a friendly team trying to offer the best care and services to our patients. Your open and approachable manner is most important and we would ask any applicant to have had at least 6 months experience working with the public, preferably in healthcare and GP surgery environment.
Job description Job responsibilities
Work closely with the Clinical Partner to support clinical priorities and service delivery. Run searches relating to clinical conditions using SystemOne and Ardens. Review patient records and code clinical information accurately and appropriately. Ensure high-quality clinical coding on patient records to support safe care and correct contractual claims. Identify patients requiring follow-up, monitoring, or intervention in line with clinical protocols. Patient Contact & Coordination
Contact patients to obtain additional clinical or administrative information where required. Arrange and coordinate appointments, including specific clinics, in collaboration with clinical teams and Patient Services. Provide clear, professional communication to patients regarding appointments and care processes. Contractual & Quality Framework Support
Review and monitor requirements relating to: Quality and Outcomes Framework (QOF) Long Term Conditions (LTC) Impact and Investment Framework (IIF) GP Contract requirements Work proactively to ensure the practice is delivering and evidencing appropriate care. Flag gaps, risks, or opportunities to the Clinical Partner and relevant managers. Ensuring compliance for CQC. Teamworking & Service Support
Liaise closely with the IT Lead, Patient Services Manager, and clinical teams to support clinic setup and service delivery. Work alongside the LTC Co-ordinator and Care Co-ordinators to ensure: No duplication of roles Clear understanding of responsibilities Mutual awareness to provide cover when required Support the Patient Services Manager and Senior Receptionist to ensure the smooth day-to-day running of the reception and administrative team. Provide advice, guidance, and practical support to colleagues where appropriate. Using Co-pilot/Heidi Health to create and update protocols, ensuring they are reviewed regularly. Systems & Training
Use SystemOne and Ardens platforms confidently to support clinical and administrative processes. Undertake further training in SystemOne and Ardens searches as arranged by the practice. Maintain confidentiality and comply with data protection, information governance, and clinical safety requirements at all times.
Person Specification
Qualifications Essential
Essential Educated to O level, GCSE grade C or above, or equivalent Significant experience in an administrative role within a GP practice or primary care setting Strong understanding of clinical coding and patient record management Confident use of SystemOne (S1); experience with Ardens desirable Excellent organisational and time-management skills Ability to work independently and prioritise a varied workload Strong communication skills, including patient-facing contact Experience if working independently with minimal supervision
Desirable
Experience working with QOF, LTC, IIF, and GP contract requirements Experience running clinical searches and interpreting results Awareness of care coordination and long-term condition management Highly organised and detail-oriented Proactive and solution-focused Professional, discreet, and reliable Able to work collaboratively across clinical and non-clinical teams Adaptable and supportive, particularly during periods of change or pressure
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 Ashington House Surgery
Address Ashington Way
Swindon
Wiltshire
SN25 4XF
Employer's website https://www.ashingtonhouse.com/ (Opens in a new tab)