• Job Description

  Req#: A1780-25-0005?language=en&page=10&sort=publicationDateDesc

  Job summary

  An exciting vacancy has arisen in our admin team. This is a varied role to join our existing team to support the partners, management and practice as a whole in a range of administrative duties.

  Please note: previously unsuccessful applicants should not reapply.

  Main duties of the job

  This will involve a range of duties incl:

  Read coding

  Data quality / recall

  Referrals / tasks

  Patient enquiries

  Summarising / filing

  About us

  The Old Court House Surgery is a well-established practice with nearly 13,500 patients located in the heart of Sutton and is part of the Central Sutton Primary Care Network.

  Our site is a large, modern working environment and is home to a workforce of 40+ including PCN/ARRS roles.

  We are a 5 partner PMS and training practice using the EMIS web clinical system with a strong team of highly skilled and experienced healthcare professionals incl salaried GPs, ANPs, Nurses, HCAs and Phlebotomists working alongside our excellent team of admin and reception staff.

  Details

  Date posted

  10 July 2025

  Pay scheme

  Other

  Salary

  £12.21 an hour Pay reviewed on completion of probation

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  A1780-25-0005

  Job locations

  Throwley Way

  Sutton

  Surrey

  SM1 4AF

  
  

  Job description

  Job responsibilities

  Key Tasks and Responsibilities

  Read Coding

  • To update patient medical records accurately from information provided (highlighted) on hospital letters and patient correspondence such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information i.e. BP recordings, height, weight, smoking status etc. This is all required to be followed in line with the practice managing clinical correspondence protocol.
  • To consider the QOF box pop up and whether there is information in the clinical correspondence that may require a more comprehensive review of the record and escalate to the GP
  • Run EMIS searches as directed and input missing data as appropriate

  Data Quality & Patient Recall

  • Provide proactive support for the monitoring of data to ensure KPI and QOF targets are achieved, and patient clinical registers are accurate
  • Undertake patient call and recall processes monthly for all cohorts and in line with practice procedures and using the Ardens recall process appropriately
  • Use templates and protocols to ensure that data is recorded accurately in the patient medical record in order to monitor KPI and other activity
  • Create bespoke EMIS searches and protocols to prompt clinician action
  • Send individual and bulk invitations / reminders via text messaging software
  • Undertake the summarising of patient records on registration in line with practice policy

  Referrals & Tasks

  • Assist in implementation of e-Referrals
  • Import new referral forms to EMIS, add self-populating fields
  • Archive redundant referral forms from EMIS
  • Monitor and respond to EMIS workflow tasks
  • Monitor and respond to docman workflow tasks
  • Use AccuRx (texts and emails) to contact patients and respond to incoming communications

  Other

  • Process patient registrations and deductions
  • Monitor practice generic mailbox for emails that do not go to Docman, and distribute, forward and respond as appropriate
  • Support patient enquiries made by phone and in particular during the usual hours of 10-12 daily
  • Undertake filing of patient records
  • Support for specific meetings incl note taking, data input and actions

  Please refer to the full job description and person specification.

  This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder may be asked to carry out other duties appropriate to the grade.

  Job description

  Job responsibilities

  Key Tasks and Responsibilities

  Read Coding

  • To update patient medical records accurately from information provided (highlighted) on hospital letters and patient correspondence such as new diagnoses, diagnostic test results, significant health information and/or episodes and health promotion information i.e. BP recordings, height, weight, smoking status etc. This is all required to be followed in line with the practice managing clinical correspondence protocol.
  • To consider the QOF box pop up and whether there is information in the clinical correspondence that may require a more comprehensive review of the record and escalate to the GP
  • Run EMIS searches as directed and input missing data as appropriate

  Data Quality & Patient Recall

  • Provide proactive support for the monitoring of data to ensure KPI and QOF targets are achieved, and patient clinical registers are accurate
  • Undertake patient call and recall processes monthly for all cohorts and in line with practice procedures and using the Ardens recall process appropriately
  • Use templates and protocols to ensure that data is recorded accurately in the patient medical record in order to monitor KPI and other activity
  • Create bespoke EMIS searches and protocols to prompt clinician action
  • Send individual and bulk invitations / reminders via text messaging software
  • Undertake the summarising of patient records on registration in line with practice policy

  Referrals & Tasks

  • Assist in implementation of e-Referrals
  • Import new referral forms to EMIS, add self-populating fields
  • Archive redundant referral forms from EMIS
  • Monitor and respond to EMIS workflow tasks
  • Monitor and respond to docman workflow tasks
  • Use AccuRx (texts and emails) to contact patients and respond to incoming communications

  Other

  • Process patient registrations and deductions
  • Monitor practice generic mailbox for emails that do not go to Docman, and distribute, forward and respond as appropriate
  • Support patient enquiries made by phone and in particular during the usual hours of 10-12 daily
  • Undertake filing of patient records
  • Support for specific meetings incl note taking, data input and actions

  Please refer to the full job description and person specification.

  This is not intended to be an exhaustive list of duties and responsibilities of the post. The post holder may be asked to carry out other duties appropriate to the grade.

  Person Specification

  Qualifications

  Essential

  • English and Maths GCSE Level C or equivalent
  • A demonstrable commitment to ongoing professional development

  Desirable

  • Intermediate level Microsoft Office

  Knowledge and skills

  Essential

  • Excellent numeracy
  • Computer literacy and IT
  • Excellent communication
  • Good team working
  • Ability to prioritise own workload

  Experience

  Essential

  • Working in an administration role for at least 1 yr
  • Dealing with the public in a front facing role
  • Microsoft office software expereience
  • Primary care system experience (eg EMIS web)
  • NHS/primary care experience

  Qualities and Attributes

  Essential

  • An understanding, acceptance and adherence to the need for confidentiality
  • Ability to use own initiative, resourcefulness and common sense
  • Articulate, professional and courteous
  • Reliable and punctual
  • Able to provide ad-hoc cover for additional shifts sometimes at short notice
  • Ability to work under pressure in a changing environment

  Person Specification

  Qualifications

  Essential

  • English and Maths GCSE Level C or equivalent
  • A demonstrable commitment to ongoing professional development

  Desirable

  • Intermediate level Microsoft Office

  Knowledge and skills

  Essential

  • Excellent numeracy
  • Computer literacy and IT
  • Excellent communication
  • Good team working
  • Ability to prioritise own workload

  Experience

  Essential

  • Working in an administration role for at least 1 yr
  • Dealing with the public in a front facing role
  • Microsoft office software expereience
  • Primary care system experience (eg EMIS web)
  • NHS/primary care experience

  Qualities and Attributes

  Essential

  • An understanding, acceptance and adherence to the need for confidentiality
  • Ability to use own initiative, resourcefulness and common sense
  • Articulate, professional and courteous
  • Reliable and punctual
  • Able to provide ad-hoc cover for additional shifts sometimes at short notice
  • Ability to work under pressure in a changing 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 Old Court House Surgery

  Address

  Throwley Way

  Sutton

  Surrey

  SM1 4AF

  
  

  Employer's website

  https://www.ochsurgery.co.uk/ (Opens in a new tab)

  Employer details

  Employer name

  The Old Court House Surgery

  Address

  Throwley Way

  Sutton

  Surrey

  SM1 4AF

  
  

  Employer's website

  https://www.ochsurgery.co.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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