Job summary We are looking for an enthusiastic, motivated individual to join our existing administration team in the role of patient registration administrator. Main duties of the job The role involves adding new patient registrations to the clinical system, processing GP2GP incoming records, deducting patients, amending patient details, managing record movements, maintaining the GP link tasks in the clinical system (EMIS), managing online services for patient & dealing with the administrative side of our online triage system. The successful applicant should work well in a team & be keen to assist colleagues & patients with queries relating to records & registrations. About us We are a large practice serving a population of 15,500 patients based in the heart of Kings Langley. We cover Kings Langley, Chipperfield, Bovingdon & surrounding villages. We have 7 partner GPs, 4 salaried GPs & a nursing team consisting of a nurse practitioner, 3 general nurses, 3 HCAs. We also have ARRS roles such as Clinical Pharmacists, First Contact Practitioners, Mental Health workers & a Health & Wellbeing coach working as part of the team. We have a large administrative & reception team that supports the clinicians & patients in a variety of roles. Date posted 14 March 2025 Pay scheme Other Salary £12 an hour Contract Permanent Working pattern Full-time Reference number A0644-25-0000 Job locations The Nap Kings Langley Hertfordshire WD4 8ET Job description Job responsibilities Job Summary Registrations & Patient Services Administrator: To ensure new patient registrations and deduction of patients are always maintained in a timely manner including online access for patients and the registrations workflow is kept up to date. Main Duties - Key Tasks: Register new patients onto the computer system, this will include regular, temporary, homeless, and private registrations. Deduct patients via the computer system who have left the surgery Receive the Lloyd George records and update the computer system, file in the appropriate place. Prepare the Lloyd George records for deducted patients ready for collection. Process any online access applications as per the pathway/protocol. Monitor & actions GP2GP tasks within the EMIS system Ensure the correct protocol/pathways are followed Any correspondence or queries from the national registrations department to be answered and resolved in a timely manner. To ensure that when registering patients, the Patient Safety Alert folder is checked to ensure that we are not registering patients where notifications have been sent, if we do identify then this is to be reported to the PM as soon as possible. Follow the procedure for registering or registering patients that have moved but wish to remain as an Out of Area patient. Receive and make calls to/from patients with any queries to any part of the registration process. Correspondence with the PCSE in matters relating to registrations or deductions. Ensure that the Quarterly certificates on the system are ready for when this must be downloaded. To ensure the registrations workflow is always maintained and kept up to date. Action administrative tasks from the E-Consult platform & liaise with other team members as necessary Competencies: Sound knowledge of EMIS computer system and the categories under Registrations. To maintain and keep up to date with any changes within this area. Awareness of Confidentiality and GDPR always. Good verbal and written communication skills Problem solving skills. To be able to adapt and work to changes within the pathways/protocol. Confidentiality: While 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. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. 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 or 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 recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize 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. Job description Job responsibilities Job Summary Registrations & Patient Services Administrator: To ensure new patient registrations and deduction of patients are always maintained in a timely manner including online access for patients and the registrations workflow is kept up to date. Main Duties - Key Tasks: Register new patients onto the computer system, this will include regular, temporary, homeless, and private registrations. Deduct patients via the computer system who have left the surgery Receive the Lloyd George records and update the computer system, file in the appropriate place. Prepare the Lloyd George records for deducted patients ready for collection. Process any online access applications as per the pathway/protocol. Monitor & actions GP2GP tasks within the EMIS system Ensure the correct protocol/pathways are followed Any correspondence or queries from the national registrations department to be answered and resolved in a timely manner. To ensure that when registering patients, the Patient Safety Alert folder is checked to ensure that we are not registering patients where notifications have been sent, if we do identify then this is to be reported to the PM as soon as possible. Follow the procedure for registering or registering patients that have moved but wish to remain as an Out of Area patient. Receive and make calls to/from patients with any queries to any part of the registration process. Correspondence with the PCSE in matters relating to registrations or deductions. Ensure that the Quarterly certificates on the system are ready for when this must be downloaded. To ensure the registrations workflow is always maintained and kept up to date. Action administrative tasks from the E-Consult platform & liaise with other team members as necessary Competencies: Sound knowledge of EMIS computer system and the categories under Registrations. To maintain and keep up to date with any changes within this area. Awareness of Confidentiality and GDPR always. Good verbal and written communication skills Problem solving skills. To be able to adapt and work to changes within the pathways/protocol. Confidentiality: While 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. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. 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 or 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 recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers. Recognize 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. Person Specification Experience Desirable A background in a busy administrative role in a GP setting would be desirable, preferably with knowledge of EMIS platform Person Specification Experience Desirable A background in a busy administrative role in a GP setting would be desirable, preferably with knowledge of EMIS platform 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 Kings Langley Surgery Address The Nap Kings Langley Hertfordshire WD4 8ET Employer's website https://www.klbsurgeries.co.uk/ (Opens in a new tab)