Job summary We are looking for a highly motivated, hardworking individual with excellent communication skills, who are able to work under pressure, as part of a team or on their own. The successful candidate will require excellent IT skills and preferably be able to use EMIS web, however full training will be given. You will be working within a team consisting of both non-clinical and clinical colleagues and good teamwork and communication skills are important. Main duties of the job The main duties of this role are Viewing and coding clinical documents onto patient records Referring any documents or results that require further action to the appropriate clinician following practice protocols. Processing patient hospital referrals Recalling patients for their chronic disease management and cytology recall Registering all new patients on EMIS web Summarising patient medical records Liaising with hospital/clinic secretaries About us Our team are highly valued and committed to the practice and working relationships across the team are both friendly with supportive. Our clinical team consists of: 7 GP's, 1 ANP, 3 Practice Nurses, 1 HCA and a clinical pharmacist. We are also a training practice and have 4 trainee GP's. Our non-clinical team consists of: A Practice Manager, Deputy Practice Manager, Office Manager and a team of receptionists and administrators. We offer a generous NHS pension scheme and 27 days holiday (pro rata) plus Bank Holidays from appointment date. Date posted 02 April 2025 Pay scheme Other Salary £12.21 an hour Contract Permanent Working pattern Full-time Reference number A4774-25-0000 Job locations 1 Warren Road Blundellsands Liverpool L23 6TZ Job description Job responsibilities Scanning Clinical Documents (Workflow) Ensuring letters are scanned onto the correct patient Follow inhouse protocol on handling clinical correspondence Action any documents/results as per inhouse protocols Removing letters from the incorrect patients record Send any letters for NOPs back to the relevant place Regularly check the new baby's hospital letters, to see if the baby is now registered Empty the drawer in the admin Recalling patients for their chronic disease management room every new month Coding of Clinical Documents Paper letters Code and file documents received from external sources Electronic letters Assigning letters to the relevant clinician Adding diary dates for lab requests from the consultants Smear Re-Call Cytology recall - Prior notification list Cytology Exeter Electronic Cards Patient Registrations: Adding the patient to the system Coding of the new patient questionnaire Sending the patient relevant registration letters Assigning the patient, a named GP Processing GP2GP records Creating tasks for Clinical Pharmacist / MM re medication Processing of Adoptions / Gender re-assignments Assist the reception team / clinicians with all registration queries Contacting PCSE / previous GP re medical records Adding mothers and new-borns to the spreadsheet EMIS Registration Tab Amendments Rejections FP69s Quarterly Archive Unmatched Decoupled Dealing with any registration queries from PCSE Electronic change of address / details requests Deductions: Accepting deductions Requesting deductions Sending patients out of area letters Deduction request rejections Processing death notifications Chasing up out of area patients Putting medical records onto an encrypted disc Putting the records into shipping bags with the relevant label Processing FP22 reminders Processing of Adoptions / Gender re-assignments Dealing with queries from the patients new GP about medical records Temporary Residents Adding TR forms to the system Filing TR forms away in the folder Checking TR folder on a regular basis and processing paperwork to patients home GP Assist the reception team / clinicians with all temporary resident queries Requesting labels from PCSE online Lab reports: Re-assigning lab reports to the usual GP Equally sharing out lab reports in the absence of the usual GP Dealing with Un-matched lab reports Assigning / filing of PCR results Filing of Bowel Cancer Screening reports Coding of smear results and adding re-call to the diary Sending annual review reminder texts to patients Assist the reception team / clinicians with all lab report queries Contacting the hospital labs if any issues with reports PCSE Online Ordering supplies (Lloyd Georges / Shipping bags) Ordering tracking labels for records Tracking records Completing urgent medical record requests Searches: Building searches for yourself / other members of staff Running the monthly bone density scan patients liaising with usual GP Updating the folder Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder Running the monthly DNA search Sending letters to the patients - updating the folder Checking back on previous months to ensure patients have had their monitoring done / Updating the diary Running the quarterly archive search Child Immunisations Check the baby book weekly to ensure all babies have had their 8-week check / immunisations Reverting clinician's appointments to normal slots if no babies are due that week Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive Code all child imm reports that come through (Flu / Men ACWY / HPV etc) Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians. Contacting child health re imm queries Assist the child health team with any imm queries Assist the reception team / nursing team with imm queries Summarising Summarise the patients paper records Summarise the electronic paper records PCSE weekly bag Records are to be checked in on the system and filed away in alphabetical order Deducted records are to be sent back in a shipping bag with a label Surgery Website Maintaining the surgery website Adding / removing information on the website Secretary Work Processing Choose and Book referrals Processing written letter referrals Typing audio tape referrals Liaising with hospital / clinic secretaries Chasing referrals Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP. Ensuring GPs have processed their referrals correctly and if not flagging this with them Secretarial tasks Monitoring the choose and book work lists and acting on any actions Other jobs Assisting AB with QoF Assisting the PM Assisting the Reception team with queries Digitisation Dealing with Admin tasks Logging IT issues Change of address / details forms Coding of carers forms Dealing with declining annual review letters Job description Job responsibilities Scanning Clinical Documents (Workflow) Ensuring letters are scanned onto the correct patient Follow inhouse protocol on handling clinical correspondence Action any documents/results as per inhouse protocols Removing letters from the incorrect patients record Send any letters for NOPs back to the relevant place Regularly check the new baby's hospital letters, to see if the baby is now registered Empty the drawer in the admin Recalling patients for their chronic disease management room every new month Coding of Clinical Documents Paper letters Code and file documents received from external sources Electronic letters Assigning letters to the relevant clinician Adding diary dates for lab requests from the consultants Smear Re-Call Cytology recall - Prior notification list Cytology Exeter Electronic Cards Patient Registrations: Adding the patient to the system Coding of the new patient questionnaire Sending the patient relevant registration letters Assigning the patient, a named GP Processing GP2GP records Creating tasks for Clinical Pharmacist / MM re medication Processing of Adoptions / Gender re-assignments Assist the reception team / clinicians with all registration queries Contacting PCSE / previous GP re medical records Adding mothers and new-borns to the spreadsheet EMIS Registration Tab Amendments Rejections FP69s Quarterly Archive Unmatched Decoupled Dealing with any registration queries from PCSE Electronic change of address / details requests Deductions: Accepting deductions Requesting deductions Sending patients out of area letters Deduction request rejections Processing death notifications Chasing up out of area patients Putting medical records onto an encrypted disc Putting the records into shipping bags with the relevant label Processing FP22 reminders Processing of Adoptions / Gender re-assignments Dealing with queries from the patients new GP about medical records Temporary Residents Adding TR forms to the system Filing TR forms away in the folder Checking TR folder on a regular basis and processing paperwork to patients home GP Assist the reception team / clinicians with all temporary resident queries Requesting labels from PCSE online Lab reports: Re-assigning lab reports to the usual GP Equally sharing out lab reports in the absence of the usual GP Dealing with Un-matched lab reports Assigning / filing of PCR results Filing of Bowel Cancer Screening reports Coding of smear results and adding re-call to the diary Sending annual review reminder texts to patients Assist the reception team / clinicians with all lab report queries Contacting the hospital labs if any issues with reports PCSE Online Ordering supplies (Lloyd Georges / Shipping bags) Ordering tracking labels for records Tracking records Completing urgent medical record requests Searches: Building searches for yourself / other members of staff Running the monthly bone density scan patients liaising with usual GP Updating the folder Running the monthly blood test due patients Sending letters to the patient / creating blood forms / red domiciliary bloods Updating the folder Running the monthly non-blood monitoring search Sending letters to the patients Updating the folder Running the monthly DNA search Sending letters to the patients - updating the folder Checking back on previous months to ensure patients have had their monitoring done / Updating the diary Running the quarterly archive search Child Immunisations Check the baby book weekly to ensure all babies have had their 8-week check / immunisations Reverting clinician's appointments to normal slots if no babies are due that week Ensure SCID/CHIS spreadsheets are coded and added to the folder on the shared drive Code all child imm reports that come through (Flu / Men ACWY / HPV etc) Check the weekly child sheets for any overdue imms and send texts / letters to parents/guardians. Contacting child health re imm queries Assist the child health team with any imm queries Assist the reception team / nursing team with imm queries Summarising Summarise the patients paper records Summarise the electronic paper records PCSE weekly bag Records are to be checked in on the system and filed away in alphabetical order Deducted records are to be sent back in a shipping bag with a label Surgery Website Maintaining the surgery website Adding / removing information on the website Secretary Work Processing Choose and Book referrals Processing written letter referrals Typing audio tape referrals Liaising with hospital / clinic secretaries Chasing referrals Ensuring the 2WW spreadsheet is kept up to date flagging any concerns with the relevant GP. Ensuring GPs have processed their referrals correctly and if not flagging this with them Secretarial tasks Monitoring the choose and book work lists and acting on any actions Other jobs Assisting AB with QoF Assisting the PM Assisting the Reception team with queries Digitisation Dealing with Admin tasks Logging IT issues Change of address / details forms Coding of carers forms Dealing with declining annual review letters Person Specification Qualifications Essential GCSE grade A to C in English and Maths Desirable Higher education qualifications College education qualifications Administration qualification Knowledge and Skills Essential Ability to solve problems within area of work /knowledge Able to work with a wide variety of tasks Ability to apply set procedures Flexible approach to undertaking a wide variety of tasks Interested in aptitude for learning new skills/taking on new challenges Ability to work without supervision An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work as part of an integrated multi-skilled team Verbal communication skills - ability to deal with people in person and on the telephone Able to work under pressure Awareness of diversity issues and able to work in a positive, non-discriminatory way Mature outlook Desirable IT skills - Word, Excel intermediate/advanced Organisational / problem solving skills Letter writing skills Able to undertake training outside of normal working hours if necessary Strong appreciation of customer service skills Out going, confident personality Team player Highly motivated Experience Essential Experience of working as part of a team Minimum of 2 years previous administration experience Desirable Minimum of 2 years Primary Care administration Minimum of 1 year period working directly with members of the public in a busy office environment Person Specification Qualifications Essential GCSE grade A to C in English and Maths Desirable Higher education qualifications College education qualifications Administration qualification Knowledge and Skills Essential Ability to solve problems within area of work /knowledge Able to work with a wide variety of tasks Ability to apply set procedures Flexible approach to undertaking a wide variety of tasks Interested in aptitude for learning new skills/taking on new challenges Ability to work without supervision An understanding, acceptance and adherence to the need for strict confidentiality Ability to use own judgement, resourcefulness and common sense Ability to work as part of an integrated multi-skilled team Verbal communication skills - ability to deal with people in person and on the telephone Able to work under pressure Awareness of diversity issues and able to work in a positive, non-discriminatory way Mature outlook Desirable IT skills - Word, Excel intermediate/advanced Organisational / problem solving skills Letter writing skills Able to undertake training outside of normal working hours if necessary Strong appreciation of customer service skills Out going, confident personality Team player Highly motivated Experience Essential Experience of working as part of a team Minimum of 2 years previous administration experience Desirable Minimum of 2 years Primary Care administration Minimum of 1 year period working directly with members of the public in a busy office environment 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 The Blundellsands Surgery Address 1 Warren Road Blundellsands Liverpool L23 6TZ Employer's website https://www.blundellsandssurgery.nhs.uk/ (Opens in a new tab)