Clinical Administrator in Lenham

The Clinical Administrator will provide essential administrative support to the multi-disciplinary team, ensuring the smooth and accurate flow of clinical correspondence within the practice. The role focuses on streamlining processes to reduce the number of documents requiring GP input, while maintaining safe and effective handling of patient records.

Key duties include:

• Reviewing and processing incoming clinical correspondence.
• Extracting and coding relevant information.
• Accurately updating patient records.
• Filing correspondence appropriately; referring complex or uncertain cases to the relevant clinician.
• Note summarising and directing tasks to the correct team members as required.

The post holder will work closely with colleagues to ensure efficient workflows, while adhering to strict confidentiality and data protection standards. They must be able to organise and prioritise their workload, follow practice and national guidelines, and recognise the limits of their responsibilities, seeking guidance from a GP, supervisor or manager when necessary.

This is a vital role that supports both clinical staff and patients by ensuring accurate, timely, and safe management of medical information, contributing to the overall effectiveness of the practice.

Main duties of the job include:

• Managing and processing all incoming and internal patient correspondence.
• Ensuring accurate filing to patient records in line with practice protocols.
• Reviewing and coding clinical information.
• Processing hospital and clinic letters, safeguarding documentation, test results, and electronic data transfers.
• Summarising new patient records, managing registrations and out-of-area letters.
• Ensuring appropriate handling of high-risk drug monitoring, recalls, and screening results.
• Supporting quality improvement activity, including QOF administration, audits, and enhanced service projects.
• Assisting with patient recall programmes such as immunisations and cervical screening.
• Handling insurance and medical reports, monitoring the practice email account, photocopying, and supporting wider administrative processes.
• Highlighting complex or sensitive issues, elevating safeguarding concerns, and ensuring timely communication with clinicians.
• Contributing to team meetings and training, providing cover for specialist administrative tasks, and helping train new staff.

Adherence to confidentiality, information governance, and practice policies is essential, alongside maintaining a clear desk policy and organised working environment.

About us: Len Valley Practice is a friendly forward-thinking GP surgery based in the historic village of Lenham Kent caring for just over ten thousand patients across Lenham and Harrietsham. The practice is led by five GP partners supported by salaried GPs, GP registrars, a strong nursing team, healthcare assistants, pharmacists, physiotherapy and paramedic practitioners as well as skilled administrative and dispensary staff. We provide a wide range of primary care services including long-term condition management, immunisations, maternity and family planning, minor surgery, health screening and treatment of illness or injury. Rated Good by the Care Quality Commission, the practice is committed to delivering safe, effective, and patient-centred care. We pride ourselves on being an approachable, supportive and community-focused organisation with a strong emphasis on teamwork, professional development, and delivering high-quality care for all.

Job responsibilities include:

• Ensuring all incoming and internal correspondence is stored in patient records.
• Reviewing and Read Coding clinical correspondence before forwarding to clinicians.
• Processing and filing hospital letters, reports, emails and other correspondence.
• Coding diagnoses, procedures and investigations accurately.
• Referring complex or high-risk documents, including safeguarding issues, to the relevant clinician.
• Summarising new patient records (manual and GP2GP) and processing registrations, transfers, and out-of-area notifications.
• Managing incoming test results, redirecting unmatched pathology, and processing screening and monitoring results.
• Processing Out of Hours reports and other external communications.
• Maintaining accurate documentation for insurance reports, medical reports and private letters.
• Monitoring the practice email inbox, flagging urgent queries promptly.
• Supporting enhanced service administration, QOF monitoring, recalls, and audits.
• Providing administrative cover for other team members when necessary.
• Opening, scanning, distributing and filing post; managing photocopying and record requests.
• Assisting with training and mentoring of new staff.
• Maintaining a tidy office environment and adhering to a clear desk policy.

Teamwork & Communication: Work as part of the Clinical Administration Team and the wider practice team. Build effective working relationships with colleagues, patients and external organisations. Communicate clearly and professionally, ensuring confidentiality at all times. Participate in meetings and training, including occasional sessions outside normal hours.

General Responsibilities: Confidentiality - Patients entrust the practice with sensitive information and staff must respect this confidentiality at all times. Information relating to patients, carers, colleagues or the practice may only be shared in line with GDPR and practice policies.

Health & Safety: Follow practice health and safety policies, including infection prevention and control. Use personal security systems as required. Identify risks, manage work safely, and report concerns promptly. Maintain work areas in a safe, hazard-free condition.

Equality & Diversity: Promote equality of opportunity and respect the rights of patients, carers and colleagues. Act in ways that recognise diversity and ensure fairness, consistent with policy and legislation. Respect privacy, dignity, needs and beliefs at all times.

Personal & Professional Development: Participate in annual appraisal and performance reviews. Take responsibility for ongoing learning and development. Share skills and knowledge with colleagues and support new staff training.

Quality: Strive to maintain quality and safety within the practice. Contribute to audits, QOF and CQC compliance. Reflect on individual and team activities, suggesting improvements to enhance performance. Manage own time, workload and resources effectively.

Communication: Communicate effectively with patients, carers, colleagues and external agencies. Adapt communication methods to meet individual needs and ensure understanding.

Other Information: Duties may change according to practice needs, following consultation and training. The role is subject to the Rehabilitation of Offenders Act (1974) exceptions, requiring disclosure of relevant convictions. The practice operates a non-smoking policy.

Person Specification:

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a health care setting.

Personal Qualities:

• Polite and confident.
• Flexible and cooperative.
• Motivated.
• Forward thinker.
• High levels of integrity and loyalty.
• Sensitive and empathetic in distressing situations.
• Ability to work under pressure.

Skills:

• Excellent communication skills (written and oral).
• Clear, polite telephone manner.
• Competent in the use of Office and Outlook.
• Understanding of clinical coding.
• Effective time management (planning & organising).
• Ability to work as a team member and autonomously.
• Good interpersonal skills.
• Problem solving & analytical skills.
• Ability to follow policy and procedure.

Qualifications:

• Educated to GCSE level or equivalent.
• GCSE Mathematics & English (C or above).
• NVQ Level 2 in Health and Social Care.

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.