Practice Administrator in Bristol

The post-holder will undertake a variety of administrative duties to support and cover all administrative tasks within the administrative team. They will also work in our patient facing health navigation team when needed. The post-holder will work to agreed targets and timescales, and in accordance with Practice policies, protocols, guidelines and procedures. Attendance at monthly team meetings and periodic training days is mandatory except in exceptional circumstances. The Practice will commit to publishing a team meeting schedule and to provide adequate notice for any training days. At all times the post-holder must act in a manner consistent with the code of conduct and appearance when representing Charlotte Keel Medical Practice, BrisDoc and the NHS.

Main duties of the job

• Undertake a wide variety of administrative duties to support and cover the entire clinical administrative workflow, including:

• Managing and coding incoming correspondence and ensure it gets to the right place at the right time.
• Managing referrals to secondary care.
• Recalling patients for screening and long-term condition management.
• Preparing medical records and reports requests.
• All aspects of medical records management, - registering patients, deducting patients, summarising notes.
• Helping support the health navigation team on front desk and signposting patients to the right service.

Job responsibilities

The post holder will be responsible for:

• Document Administration

• Identify relevant clinical information contained in documents and code the patient record on the Practice clinical system accordingly.
• Work-flow the document to the most appropriate clinician.
• Code additional document content onto the patient record at the request of clinicians.

• Receive, review, and process GP referrals for specialist consultations, diagnostics, and community services.
• Ensure referrals are complete, accurate, and contain all necessary clinical information.
• Prioritise referrals based on clinical urgency and practice protocols.
• Support patients regarding referral queries, appointment scheduling, and follow-ups.
• Communicate effectively with hospital departments, specialists, and allied health professionals to coordinate.
• Provide patients with information about referral processes, waiting times, and preparation for appointments.
• Ensure patients understand follow-up care requirements and next steps after specialist consultations.

• Process incoming electronic patient medical records.
• Organise incoming paper patient medical records in preparation for summarising.
• Review medical records and produce an accurate and sufficient summary of the patient's medical history.
• Code the patient record on the Practice clinical system accordingly.
• Administer the processing of medical records requests from patients and third parties.

• To communicate on the phone, by email or in person with staff from a wide variety of NHS / other departments in a confidential, professional and efficient manner.
• To communicate in a professional, friendly and helpful way with patients, carers and the general public.

• To carry out duties with a level of autonomy and minimum supervision working within broad procedural guidelines.
• Use own initiative to prioritise own workload and day to day tasks.

Person Specification

• Qualifications and training

• Educated to GCSE standard (or equivalent) with grade C or above in English.
• Qualification / certificates in Customer Service/Administration.

• Good general computer skills - experience of using Microsoft Office e.g. Word, Excel.
• Excellent attention to detail and accuracy skills.
• Excellent written and verbal communication skills.
• Able to work within a team and take instruction as required.
• Significant and recent experience of working in a primary care administration role.
• Experience dealing with challenging situations and distressed patients or customers.
• Experience of working in a pressured environment.
• Experience of working in an integrated multi-skilled team.
• Certificates relating to information governance and security.
• Experience of using EMIS.

• Able to listen carefully to understand the needs of others.
• A passion for helping people, whatever their background or circumstances.
• Able to quickly establish rapport and credibility with others in the team.
• Detail oriented.
• Self-Motivated.
• Ongoing commitment to personal development.
• Able to use own initiative.
• Able to always maintain confidentiality with regards to staff and patients.

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.

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working