About this role
Job summary
Job Role & Purpose
The Patient Services Administrator is essential to our urgent care operations, focusing on managing complex administrative tasks that require specialised knowledge and skills. This role involves processing a high volume of urgent care letters, overseeing GP links activities, and ensuring accurate management of clinical records and communications.
Main duties of the job
Key Duties & Responsibilities
Urgent Care AdministrationGP Links ManagementElectronic Record MaintenanceClinical Communication HandlingOut of Area Patient ManagementDeath RecordingPCSE Tasks and EmailsDocument ManagementOnline Services ApplicationsStaff and GP QueriesGP Allocation ManagementReportingRecalls & Patient MonitoringClinical Rotas Support
About us
Why join us.
Be part of a friendly, experienced and supportive teamWork in a centralised role supporting multiple practicesGain exposure to long-term condition management and enhanced servicesEnjoy a role with variety, responsibility, and real impactSupportive leadership and opportunities to develop your skills
If you enjoy being organised, making systems work better, and knowing your work genuinely helps patients and clinicians, wed love to hear from you.
Job description Job responsibilities
Urgent Care Administration
Efficiently process urgent care letters, ensuring timely handling of critical information.
GP Links Management
Oversee GP registration activities, deductions, amendments, and FP69 forms, maintaining accurate records and compliance with regulations.
Electronic Record Maintenance Manage degraded entries from electronic records, ensuring data integrity and prompt resolution of issues.
Clinical Communication Handling Pull clinical letters and emails into SystmOne for accurate data entry and documentation.
Out of Area Patient Management Coordinate communication regarding out-of-area patients, addressing their specific needs and enquiries.
Death Recording Accurately record and process death notifications in compliance with legal and organisational standards.
PCSE Tasks and Emails Handle tasks and correspondence related to the Primary Care Support England (PCSE) efficiently.
Document Management Organise filing and batch management of non-clinical documents, ensuring a systematic and accessible filing system.
Online Services Applications Manage online service applications to facilitate patient access to healthcare services.
Staff and GP Queries Respond to enquiries from staff and GPs, providing timely and accurate information.
GP Allocation Management Oversee usual GP allocation for new registrations and ensure appropriate patient assignment.
Reporting Run monthly reports to identify and reallocate newly diagnosed patients, ensuring accurate record management and continuity of care.
Recalls & Patient Monitoring
Support the achievement of QoF and other contractual targets through effective patient recall processes.
Manage recalls for long-term conditions, cervical screening, childhood immunisations, and vaccinations.
Recall patients on high-risk medications for monitoring, working in collaboration with the clinical and pharmacy teams.
Ensure patients are contacted in a timely manner and recall systems are accurately maintained.
Support national and local campaigns, ensuring data is submitted and targets are met.
Clinical Rotas Support
Assist in the creation and maintenance of clinical rotas.
Respond to rota queries from clinicians and escalate issues where appropriate
Work with management to ensure rotas align with demand, capacity and service requirements.
Person Specification
Experience Essential
Previous experience in an administrative role Strong organisational skills with the ability to manage recalls, deadlines, and competing priorities Excellent attention to detail and commitment to data accuracy Confident and professional communication skills, both written and verbal Ability to work effectively as part of a centralised team supporting multiple sites Good IT skills, including clinical systems and Microsoft Office
Desirable
Experience with long-term condition recalls and monitoring Experience with patient/customer databases Knowledge of Local Enhanced Services and claims processes Experience supporting data reporting or performance monitoring Understanding of primary care workflows and patient pathways Full UK driving license
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 Aspiro Healthcare
Address Hollybrook Medical Centre
Hollybrook Way
Littleover
Derby
DE23 3TX
United Kingdom
Employer's website https://www.hollybrookmedicalcentre.co.uk/ (Opens in a new tab)