Clinical Administrator

We have an exciting opportunity for someone to join us as a Clinical Administrator, to be based at Holsworthy Medical Centre. You will be working as part of our Secretarial team providing support to the GPs and clinicians involving typing and audio typing, as well as the opportunity to liaise directly with patients regarding appointments and referrals. You will have a willingness to attend training relevant to the role (training will be provided, including clinical coding).

Main duties of the job include:

• Providing high quality administrative support in processing, coding, and the management of clinical correspondence, ensuring that all incoming documents are appropriately handled, triaged, annotated, or escalated.
• Providing accurate and timely administrative support in handling patient clinical records including summarising medical histories and supporting a safe deductions process.

This role supports safe and effective clinical care and ensures that general practice workflow and QOF compliance are maintained.

About us: We are a thriving and innovative Medical Group bringing together Holsworthy and Hatherleigh Medical Centres. We see patients at both sites and have a team that includes GPs, paramedics, nurse practitioners, practice nurses, health care assistants and phlebotomists as well as our practice management and administrative support teams. In addition, we also have access to additional roles through the local Primary Care Network.

Our benefits include:

• 27 days annual leave plus bank holidays (pro rata), increasing at 5 and 10 years service
• Access to the NHS Pension Scheme
• Company sick pay from 6 months

Job responsibilities:

• Document Management and Workflow
• Review incoming documents via Anima (SystmOne)
• File routine correspondence that requires no clinical action (appointment confirmations, stable follow-up)
• Forward documents that require clinical input or action (new diagnoses, referrals, safeguarding concerns)
• Annotate documents file without action with standard phrases and relevant SNOMED codes
• Follow procedures for triaging letters based on clinical risk and significance
• Notes Summarising
• Summarise new patient records within the first eight weeks of registration
• Extract and code relevant past medical history, significant conditions, medications, allergies, family history, and vaccinations
• Ensure summary is clearly structured using practice templates
• Flag missing or clinically concerning information to the GP or Patient Services team for follow-up
• Clinical Coding
• Accurately code diagnoses, investigations, and outcomes using SNOMED CT
• Ensure QOF-related codes (cancer, depression, diabetes) are entered as first ever or new event where appropriate
• Maintain coding consistency and follow practice protocol of structured entries
• Identify uncoded clinical entries and ensure retrospective coding is completed during summarising or filing
• Patient Deductions
• Ensure the clinical system is accurately updated with demographic and NHS spine-linked information
• Process patient removals (deductions), ensuring clinical notes are up to date and accurate prior to transfer
• Ensure deceased and transferred outpatients are coded, with reason for deduction clearly recorded
• Communication and Teamwork
• Communicate with clinical and non-clinical colleagues to clarify actions required on documents
• Escalate any urgent or uncertain documents to the Clinical PA team using Anima
• Work closely with the Patient Services team to ensure complete and accurate registration processes
• Liaise with external bodies (e.g. PCSE) regarding Lloyd George record movements and registration errors
• Support quality improvement projects and participate in regular team meetings and workflow reviews
• Work closely with the Secretarial team, assisting with 2ww (2 week wait) and urgent referrals when necessary
• IT Systems and Digital Tools
• Use Anima, SystmOne, NHS Spine, Docman, AccuRx, and HP links system as part of the clinical workflow and document management
• Use SystmOne for clinical records and coding
• Maintain accurate records and follow the practice's standard coding and annotation practices

Person Specification: Qualifications GCSE grade A to C or equivalent English.