Apprentice Clinical Correspondence Co-Ordinator

To provide administration and secretarial support to the practice, by successfully completing clinical correspondence training to ensure appropriate knowledge of coding and understanding of protocols and procedures is obtained and applied when carrying out duties.

The role will incorporate managing incoming patient correspondence and requests. To include clinical coding, reading and sharing sensitive information, word processing and typing skills and general clerical work over three sites.

Job responsibilities:

• Responsible for managing, assessing priority and appropriately distributing all clinical correspondence in accordance with our protocols
• Responsible for coding letters and contents to patient record
• Ensuring all documents are filed correctly and accurately
• Process incoming e-mails to the business in a timely fashion in accordance with relevant procedures
• Working with the Healthcare Providers, sharing sensitive information as required
• To provide efficient copy typing for GPs and health professionals as required. This includes the typing of letters, reports and patient referrals etc. in an accurate and quality manner
• Screen incoming tasks and work lists for urgent / 2WW / advice and guidance and actioning appropriately
• Review daily worklists for advice and guidance responses and where referrals have come back with an issue, action appropriately
• Provide ad hoc administrative support related to QOF under instruction of the Operations Manager 
• Provide ad hoc administrative support related to the Pharmacy Team recalls under instruction of the Operations Manager 
• Any other administrative duties deemed appropriate and agreed by the Assistant Practice Manager

Confidentiality:

• In the course of 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

Business Administrator Level 3 Apprenticeship Standard: 

As an apprentice, you’ll:

• Have regular one to one sessions with a dedicated trainer either remotely or through visits to your workplace
• Learn and train for a specific job
• Get paid and receive holiday leave 
• Get hands-on experience in a real job
• Complete assessments during and at the end of your apprenticeship
• Be on a career path with lots of future potential

• This vacancy is for at least duration of the apprenticeship programme
• There is also the possibility of fulltime administrative role following successful completion of the apprenticeship

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 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.