Apprentice Clinical Correspondence Co-Ordinator in Marlow

To provide administration and secretarial support to the practice, by successfully completing clinical correspondence training to ensure appropriate knowledge of coding and understanding of protocols and procedures is obtained and applied when carrying out duties. The role will incorporate managing incoming patient correspondence and requests, including clinical coding, reading and sharing sensitive information, word processing and typing skills, and general clerical work over four sites.

Job responsibilities

• Responsible for managing, assessing priority and appropriately distributing all clinical correspondence in accordance with our protocols.
• Responsible for coding letters and contents to patient record.
• Ensuring all documents are filed correctly and accurately.
• Process incoming e‑mails to the business in a timely fashion in accordance with relevant procedures.
• Working with the Healthcare Providers, sharing sensitive information as required.
• Provide efficient copy typing for GPs and health professionals as required, including the typing of letters, reports and patient referrals in an accurate and quality manner.
• Screen incoming tasks and work lists for urgent / 2WW / advice and guidance and actioning appropriately.
• Review daily worklists for advice and guidance responses and where referrals have come back with an issue; action appropriately.
• Provide ad hoc administrative support related to QOF under instruction of the Assistant Practice Manager.
• Provide ad hoc administrative support related to the Pharmacy Team recalls under instruction of the Assistant Practice Manager.
• Any other administrative duties deemed appropriate and agreed by the Assistant Practice Manager.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. All such information from any source is to be regarded as strictly confidential.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non‑judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise people’s needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

The post-holder will:

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

Apprenticeship information

To become an apprentice, you must:

• Be 16 or over.
• Not already be in full‑time education.

As an apprentice you’ll:

• Complete a Business Administration apprenticeship standard.
• Have regular one‑to‑one sessions with a dedicated trainer either remotely or through visits to your workplace.
• Learn and train for a specific job.
• Get paid and receive holiday leave.
• Get hands‑on experience in a real job.
• Study for at least 20% of your working hours.
• Complete assessments during and at the end of your apprenticeship.
• Be on a career path with lots of future potential.
• Be entitled to a TOTUM membership.