About this role
Job summary
We are pleased to advertise an exciting opportunity to join our growing administrative team as a Patient Coordinator at St Martin's Gate Surgery.
This is an excellent opportunity for an organised and motivated individual looking to develop a career in primary care administration and medical secretarial services. The successful candidate will provide essential administrative and secretarial support to our clinical and multidisciplinary teams, helping to ensure patients receive a high standard of service and timely access to care.
Working within a busy GP practice, you will be responsible for a range of duties including managing secretarial workflows, processing referrals, typing clinical correspondence, supporting patients with referral queries, and maintaining accurate electronic records.
Main duties of the job
The post-holder will undertake a variety of administrative and secretarial duties, including:
- Managing and actioning secretarial task inboxes and email correspondence.
- Typing and formatting clinical letters and other correspondence.
- Processing and managing EMIS/eRS workflows in a timely and accurate manner.
- Supporting the administration of urgent referrals and referral pathways.
- Communicating with patients regarding referrals, appointments and general administrative queries.
- Liaising with secondary care providers, community services and other healthcare organisations.
- Maintaining accurate patient records in accordance with practice policies and information governance requirements.
- Supporting clinicians and the wider practice team with administrative tasks as required.
About us
We consider ourselves to be a friendly, sociable and highly motivated group, working together in a welcoming and supportive environment. We are fortunate to have a very loyal and dedicated team supported by excellent leadership and management.
Our team currently comprises 4 GP Partners, 3 Salaried GPs, 3 Advanced Nurse Practitioners, a Clinical Pharmacist, a Pharmacy Technician, together with a team of Practice Nurses, Nursing Associates and Healthcare Assistants. We also have an enthusiastic and committed administration and reception team.
We look after approximately 14,300 patients across our two sites. Our main site, St Martin's Gate Surgery, is based within a large, modern purpose-built medical centre with excellent parking facilities in central Worcester. We also operate a branch surgery in the nearby village of St Peter's.
As a forward-thinking practice, we embrace digital technologies and continually seek opportunities to improve services for both patients and staff.
Job description
Job responsibilities
- Process and manage incoming secretarial tasks and workflows.
- Prepare and distribute clinical correspondence accurately and efficiently.
- Support the management of urgent referrals, ensuring information is complete and submitted within appropriate timescales.
- Maintain and update patient records within the EMIS clinical system.
- Respond to administrative queries from patients, clinicians and external organisations.
- Liaise effectively with hospitals, community services and other healthcare providers.
- Ensure all work is completed in accordance with practice policies, NHS guidelines and confidentiality requirements.
- Contribute to the smooth running of the administrative and secretarial functions within the practice.
- Undertake any other reasonable duties appropriate to the grade of the post.
Person Specification
Experience
Essential
- Previous administrative experience.
- Experience working in a busy office environment.
- Experience of managing multiple tasks and priorities.
- Experience communicating professionally with members of the public.
Desirable
- Previous experience working in a GP practice, NHS organisation or healthcare setting.
- Experience using EMIS Web.
- Experience using Docman.
- Experience using the NHS e-Referral Service (eRS).
- Experience managing referrals or clinical correspondence.
- Understanding of NHS administrative processes and patient pathways.
Qualifications
Essential
- GCSE (or equivalent) in English and Mathematics.
- Excellent written and verbal communication skills.
- Good IT/ typing skills, including Microsoft Office applications.
- Ability to organise and prioritise workload effectively.
- High level of accuracy and attention to detail.
- Ability to work both independently and as part of a team.
- Understanding of confidentiality and data protection principles.
Desirable
- NVQ Level 2 or Level 3 in Business Administration or equivalent.
- Previous training in medical administration or customer service.
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
St. Martin’s Gate Surgery
Address
Turnpike House Medical Centre
37 Newtown Road
Worcester
Worcestershire
WR5 1EZ
United Kingdom
Employer's website
https://www.stmartinsgatesurgery.co.uk/ (Opens in a new tab)