Medical Admin Co-ordinator

We are seeking a Medical Admin Co-ordinator to join our team, providing high-quality secretarial and administrative support to the Deputy Operations Manager, GPs, and other members of the Primary Health Care Team.

You will need outstanding people skills, a caring and compassionate nature, be an excellent communicator and have a desire to learn in this ever-changing environment. You will work in partnership with the Primary Care Network Teams, co-ordinating resources, and information to support choice, access, and delivery of personalised care.

Specific and general duties/tasks are described overleaf. This list is not comprehensive but intended as a guide to the work expected of the post holder.

Main duties of the job Working under thedirection of the clinical team, you will support individualneeds, help coordinate services, and ensure that each patientreceives timely and effective support.

Provideeffective coordination of clinics, working closely with teams to ensure allappointments are arranged accurately. Contacting identified patients directlyto provide appointment details, offer clear information.

Administrationfor the Connected Health Network specialities,including coordinatingreferrals, organising clinics, liaising with external staff, and monitoringpatient pathways from initial referral through to discharge.

Organising andprioritising your own workload, working confidently on your own initiativewhile also working as a team.

Monitorpatient referrals to ensure that all required tasks are completed.

Ensuringthat GPs are kept fully informed of any new or updated services availablewithin secondary care.

Copying,reviewing, and accurately processing medical information for Solicitorrequests.

Arranginghospital appointments, bookings, and admissions as required, ensuring allarrangements are completed accurately and efficiently.

Managingand resolving issues associated with the eReferral Service, ensuring that anyproblems are handled promptly and efficiently.

Take incoming and outgoing telephone calls, handling queries efficiently andprofessionally.

Providecover for team members during periods of sickness and annual leave.

About us The Medical Admin Co-ordinators are a team of 7 that work closely with each other, and in partnership with clinical staff to provide a high standard of care to patients of The Roxton Practice. They are based at both Grimsby and Immingham throughout the week to be accessible for their assigned GPs. The Medical Admin Co-ordinators are required to be highly motivated and flexible. The Roxton Practice highly values effective team working and is a supportive and understanding environment to be a part of.

Job responsibilities Key job responsibilities: You will be responsible for proactively identifying and engaging with a designated cohort of patients who may benefit from personalised care interventions. Working under the direction and oversight of the clinical team, you will support the assessment of individual needs, help coordinate appropriate services, and ensure that each patient receives timely, tailored, and effective support aligned to their personalised care plan. Provide effective coordination of clinics, working closely with teams to ensure all appointments are arranged accurately and efficiently. This will include contacting identified patients directly to provide appointment details, offer clear information. Your role will support the smooth running of clinical activity and contribute to a positive patient experience. Manage the administration for the Connected Health Network specialities for The Roxton Practice, including coordinating referrals, organising clinics, liaising with external staff, and monitoring patient pathways from initial referral through to discharge. Document and monitor all aspects of patient coordination and service delivery, ensuring accurate data collection and supporting audit requirements through effective use of the patient administration system. You will be responsible for organising and prioritising your own workload, working confidently on your own initiative while also contributing effectively as a dedicated member of the Medical Admin Coordinator team. Monitor patient referrals to ensure that all required tasks are completed and that care is delivered in a timely and appropriate manner. This will involve maintaining regular telephone contact with patients and relevant services to track progress, provide updates, and help facilitate a smooth and wellcoordinated care journey. Ensuring that GPs are kept fully informed of any new or updated services available within secondary care. This will include monitoring relevant communications, gathering accurate information, and sharing updates promptly to support effective clinical decisionmaking and patient referrals. To deliver an efficient and accurate copytyping and wordprocessing service for GPs and other Health Professionals, producing highquality letters, reports, patient referrals, and other clinical documents in a timely manner. Use the eReferral Service to coordinate patient referrals to their preferred hospital, ensuring all required documentation is completed, processed, and sent to the patient promptly and accurately. Copying, reviewing, and accurately processing medical information for Solicitor requests, ensuring all documentation is complete, compliant, and handled with the highest standards of confidentiality. Arranging hospital appointments, bookings, and admissions as required, ensuring all arrangements are completed accurately and efficiently. This will involve coordinating with hospital departments, confirming details with patients, and supporting the smooth transition of their care between services. Managing and resolving issues associated with the eReferral Service, ensuring that any problems are handled promptly and efficiently. This will include arranging changes to the patients preferred place of referral, addressing and rectifying rejected referrals, and liaising with relevant teams or services to ensure each referral is processed correctly and without unnecessary delay. Retrieving patient medical records in a timely and confidential manner, while providing essential administrative support to ensure the accurate and efficient completion of medical and insurance documentation. Manage both incoming and outgoing telephone calls, handling queries efficiently and professionally to ensure a high standard of service for patients, colleagues, and external partners. The role involves liaising with solicitors and GPs to ensure the timely and accurate provision of medical record copies, supporting smooth communication and compliance with required timeframes. Provide cover for team members during periods of sickness and annual leave, ensuring continuity of service and consistent support across the team. Scan hospital correspondence and clinical reports into patient records, ensuring they are accurately filed, appropriately actioned, and processed in line with practice procedures. Forward information requests to the accounts team and arrange for the appropriate invoices to be raised in a timely and accurate manner. Manage incoming emails from secondary care and other healthcare professionals, ensuring all correspondence is reviewed, prioritised, and actioned appropriately.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/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

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 recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

Respecting the privacy, dignity . click apply for full job details