Job summary We are looking for a responsive, attention to detail and fast paced person, who is able to manage referrals in an efficient manner. The GP Referral Administrator/Receptionist is responsible for managing patient referrals, ensuring efficient processing of appointments, and providing administrative support to the GP practice. This role involves liaising with patients, healthcare providers, and external specialists to facilitate timely and accurate referrals while also assisting with front-desk reception duties. Main duties of the job Administrative Duties: Processing GP referrals via NHS e-Referral Service (e-RS) or other systems. Ensuring referrals are correctly categorized (urgent, routine, two-week wait, etc.). Booking appointments with specialist clinics and hospitals. Tracking referral progress and following up on delays. Handling incoming calls and emails from patients, GPs, and healthcare providers. Managing confidential patient records in accordance with GDPR and NHS guidelines. Communication & Liaison: Liaising with consultants, hospital departments, and external healthcare providers. Informing patients about referral status and appointment details. Clarifying referral requirements with GP practices when necessary. Sending referral letters and reports securely. Data Management & Reporting: Maintaining accurate records of referrals and appointments. Compiling referral data for audits and performance reporting. Identifying and escalating issues with referrals (e.g., incorrect information, delays). General Office Support: Assisting with other administrative tasks in the GP practice or hospital. Ensuring compliance with NHS policies and procedures. About us At Highgrove surgery we aim to provide a very personal and friendly service to our patients. we are within top ten GP surgeries in Barking and Dagenham. we are based in Barking Community Hospital with other services providers. We pride ourselves with great access with late and weekends appointments as part of Enhanced access and on the day appointments for urgent medical problem. We also a local vaccination site for Covid -19 vaccination and outreach provider for residents of Barking and Dagenham. Date posted 09 February 2025 Pay scheme Other Salary Depending on experience NA Contract Permanent Working pattern Part-time Reference number A4490-25-0001 Job locations Barking Community Hospital Upney Lane Barking Essex IG11 9LT Job description Job responsibilities Key Responsibilities: Referral Administration: Process patient referrals via NHS e-Referral Service (e-RS) and other systems. Ensure referrals are categorized correctly (urgent, routine, two-week wait, etc.). Liaise with GPs, consultants, and hospital departments to track referral progress. Handle patient queries regarding their referrals and appointments. Ensure referral documentation is complete and meets NHS guidelines. Monitor and follow up on pending or delayed referrals. Maintain accurate and up-to-date patient records. Reception Duties: Greet and assist patients in a professional and friendly manner. Answer incoming calls, emails, and queries from patients and healthcare professionals. Book, cancel, and reschedule GP appointments as required. Register new patients and update patient records as necessary. Process repeat prescription requests in line with practice policies. Handle incoming and outgoing mail, including electronic correspondence. Assist with general office duties such as scanning, filing, and data entry. General Administration & Compliance: Maintain confidentiality in line with GDPR and NHS data protection regulations. Ensure compliance with NHS policies and procedures. Participate in audits and service improvement initiatives. Assist with any additional administrative duties as required by the practice. Job description Job responsibilities Key Responsibilities: Referral Administration: Process patient referrals via NHS e-Referral Service (e-RS) and other systems. Ensure referrals are categorized correctly (urgent, routine, two-week wait, etc.). Liaise with GPs, consultants, and hospital departments to track referral progress. Handle patient queries regarding their referrals and appointments. Ensure referral documentation is complete and meets NHS guidelines. Monitor and follow up on pending or delayed referrals. Maintain accurate and up-to-date patient records. Reception Duties: Greet and assist patients in a professional and friendly manner. Answer incoming calls, emails, and queries from patients and healthcare professionals. Book, cancel, and reschedule GP appointments as required. Register new patients and update patient records as necessary. Process repeat prescription requests in line with practice policies. Handle incoming and outgoing mail, including electronic correspondence. Assist with general office duties such as scanning, filing, and data entry. General Administration & Compliance: Maintain confidentiality in line with GDPR and NHS data protection regulations. Ensure compliance with NHS policies and procedures. Participate in audits and service improvement initiatives. Assist with any additional administrative duties as required by the practice. Person Specification Qualifications Essential GCSE grade A to C in English and Maths Qualified to NVQ level 2 in Health and Social Care Desirable Previous experience working in a GP surgery or hospital setting. Familiarity with clinical systems (e.g., SystmOne, EMIS). Understanding of NHS referral pathways and procedures. NVQ Level 2/3 in Business Administration or equivalent qualification. Experience Essential Experience in an administrative or receptionist role within a healthcare setting. Strong IT skills, including proficiency in Microsoft Office and NHS e-Referral Service (e-RS). Excellent communication and interpersonal skills. Ability to multitask and work under pressure in a fast-paced environment. High attention to detail and accuracy. Knowledge of GDPR and patient confidentiality. Person Specification Qualifications Essential GCSE grade A to C in English and Maths Qualified to NVQ level 2 in Health and Social Care Desirable Previous experience working in a GP surgery or hospital setting. Familiarity with clinical systems (e.g., SystmOne, EMIS). Understanding of NHS referral pathways and procedures. NVQ Level 2/3 in Business Administration or equivalent qualification. Experience Essential Experience in an administrative or receptionist role within a healthcare setting. Strong IT skills, including proficiency in Microsoft Office and NHS e-Referral Service (e-RS). Excellent communication and interpersonal skills. Ability to multitask and work under pressure in a fast-paced environment. High attention to detail and accuracy. Knowledge of GDPR and patient confidentiality. 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 Highgrove Surgery Address Barking Community Hospital Upney Lane Barking Essex IG11 9LT Employer's website https://www.highgrovesurgery.co.uk/ (Opens in a new tab)