About this role
Job summary
Scanning Administrator 20 Hours Per Week
Hours: Monday Friday 8am 2pm Day off Wednesday
Additional cover: Private work administration
We are looking for a reliable and detail focused Scanning/Administrator to join our busy GP Practice. This role is essential in supporting the smooth flow of clinical information and ensuring patient records are accurate and up to date.
Key duties include:
Receiving and sorting internal and external postScanning clinical letters to patient recordsProcessing incoming tasks from SystmoneChecking and reallocating pathology resultsMonitoring the NHS email accountAssisting with private work administration as required
Main duties of the job
Key duties include:
Receiving and sorting internal and external post Scanning clinical letters to patient records Processing incoming tasks from Systmone Checking and reallocating pathology results Monitoring the NHS email account Assisting with private work administration as required
About us
We are a well-established, friendly GP practice serving approximately 18,000 patients. As a recognised training practice, we are committed to supporting the development of future healthcare professionals and fostering a culture of continuous learning.
Job description Job responsibilities
Key Responsibilities
Post and Document Handling
Prepare and sort external and internal post.
To scan incoming patient related correspondence (clinical letters and discharge summaries) onto the patients computerise medical records and forward to the GP/Clinical Administrators or Pharmacy team.
Maintain an accurate log of scanned items and workflow.
Manage Patient records and sensitive information in line with GDPR and company policy.
To check and action incoming Hospital Discharge Summaries.
To check and re-allocate Pathology Results as Practice Protocol.
To check and action NHS email account as required.
Clinical Information Processing
Check and action incoming tasks sent through Systmone. Review, reallocate, and action Pathology Results in accordance with Practice protocols. Monitor and action items received via the NHS email account as required.
General Administrative and Private Work Support
Maintain accurate electronic records and ensure all information is managed confidentially. Work collaboratively with the wider administrative and clinical teams to support smooth Practice operations. Follow all Practice policies, including data protection, safeguarding, and information governance. Assist with incoming requests for private work (e.g., insurance reports, medical records, legal documents). Allocating work evenly and appropriately to doctors Arranging appointments for patients to see doctors as required. Communicating with external organisations, patients, and internal departments to process requests in line with GDPR and company policy. Informing patients of associated charges. Scan documents onto Systmone. Maintain accurate logs of all private work requests and status updates. Ensure prompt completion and dispatch of private documents. Respond to telephone, email, and written queries professionally.
Person Specification
Experience Essential
Strong attention to detail and accuracy. Ability to work independently and manage workload effectively. Confident using computer systems and able to learn new software quickly. Excellent communication skills. Commitment to confidentiality and professional conduct
Desirable
Experience working in a GP Practice or healthcare environment. Familiarity with clinical systems e.g. SystmOne, Docman Office 365. Understanding of NHS processes such as discharge summaries and pathology workflows. Knowledge of data protection regulations (e.g. GDPR).
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 Putnoe Medical Centre
Address 93 Queens Drive
Bedford
MK41 9JE
United Kingdom
Employer's website https://www.putnoemedicalcentre.co.uk/ (Opens in a new tab)