About this role
Job summary
An exciting opportunity has arisen for an experienced GP 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 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 description
Job responsibilities
The role is 30 hours per week: 8am-4pm over 4 days with either a Tuesday or Thursday off.
- 1. Role purpose
The Administrative Support Coordinator delivers the 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 actioned accurately and within agreed timescales, working closely with reception, clinical and clinical admin colleagues across all sites.
- 2. Reporting and accountability
Line management: Reportable toAdministrative Support Manager.
Day-to-day working: alongside the wider Administrative Support team which consists of six very experienced and knowledgeable administrators.
The post-holder will be accountable for delivering administrative responsibilities to practice standards and for escalating urgent, safeguarding-related or clinically significant items through the appropriate 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 at any of these sites, including movement between sites within a single working day, in line with service need.
- 4. Scope of role
The Administrative Support Team are accountable for the following operational areas:
Gateway ensuring the Gateway is running each morning; first point of contact in the practice for Gateway issues, escalating as required.
Registrations new patient, temporary, care home and new baby registrations (including from mother and baby discharge summaries); chasing patients on discrepancies (e.g. NHS number, name spelling).
EDI Links managing EDI Links on SystmOne, including amendments in/out, registrations and deductions.
Summarising manning the summarising task box (internal and external), escalating urgent items to the triage list or relevant party; summarising records, including requesting and returning paper records from storage (Oasis).
Correspondence sending letters to the hospital following shared care protocol, including rejecting tests where required or directed by a partner; chasing clinical correspondence by phone or email when required.
Screening pulling retinal screening reports via Spectra; bowel screening filing.
OOH processing daily OOH electronic reports; adding items 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 and discharge summaries and ensuring they are routed to the correct team; coding clinical letters using the code formulary and considering QOF.
Scanning scanning daily post, including hospital letters, private work requests and patient correspondence.
Death protocol actioning death notifications and sending to the relevant party per SOP; processing coroners' referrals and inquest reports; keeping tasks open for inquests and chasing information when needed.
- 5. Core accountabilities
Deliver administrative workflow accurately and within agreed timescales, including registrations, coding, scanning and correspondence.
Escalate urgent, safeguarding-related or clinically significant items immediately and in line with practice SOPs.
Maintain accurate, confidential records within SystmOne, using Ardens and approved local templates where required.
Support patients and external organisations with registration, referral and correspondence enquiries.
Contribute to the six-week patient letter SLA and other administrative service standards.
Work flexibly to support service need, including supporting absence cover.
- 6. Standards and governance
Follow practice SOPs, information governance and GDPR requirements.
Recognise and escalate safeguarding concerns in line with practice safeguarding policy.
Contribute to CQC readiness through accurate record-keeping and SOP compliance.
Participate in mandatory training, induction and ongoing development relevant to the role.
- 7. Other
This Job Description sets out the principal accountabilities of the role and is not intended to be exhaustive. The post-holder may be asked to undertake other reasonable duties consistent with the level of the role, and the Job Description will be reviewed periodically in discussion with the post-holder.
Person Specification
Experience
Essential
- 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.
Desirable
- Previous experience in NHS general practice or primary care administration.
- Experience of registrations, EDI Links or SystmOne administration.
Skills
Essential
- 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
Desirable
- 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.
Employer details
Employer name
Leylands Medical Centre
Address
Leylands Medical Centre
81 Leylands Lane
Heaton
Bradford
BD9 5PZ
United Kingdom
Employer's website
https://www.leylandsmedicalcentre.nhs.uk (Opens in a new tab)