Job description

Job responsibilities

Please see Job Description document for full information

Key Job Responsibilities & Duties

1. Referrals Management

• Process referrals generated by GPs and other clinicians accurately, consistently, and promptly.
• Oversee the daily processing of referrals, including creation, submission, tracking, and communication to patients using the NHS e-Referral Service (e-RS) and other appropriate systems.
• Process and manage Advice & Guidance requests.
• Ensure referrals are directed to the appropriate service and pathway, supporting consistent use of referral pathways to reduce errors, maintain quality, and meet contractual requirements.
• Check referral documentation for completeness, identify missing information, and monitor/action rejected, returned, or incomplete referrals.
• Liaise with clinicians where clarification or additional clinical information is required; follow up referrals to support continuity of patient care.
• Maintain accurate records of referrals and actions taken within the patient's clinical record.
• Liaise with hospitals, community services, and other healthcare providers regarding referrals and respond appropriately to patient enquiries.
• Recognise urgent referrals and ensure these are processed in accordance with practice procedures and appropriate timescales.

2. Medical Secretarial & Administrative Duties

• Provide an efficient audio, copy-typing, and word-processing service for GPs and health professionals (typing letters, reports, patient referrals, minutes, and memos) with exceptional attention to detail.
• Monitor workflow queues and ensure tasks are processed accurately, consistently, and within expected turnaround times.
• Coordinate the administrative aspects of medical reports, insurance reports, and Subject Access Requests (SARs).
• Retrieve medical records and assist with the completion of medical/insurance records and statutory documentation.
• Ensure accurate data entry and timely completion of assigned tasks to support contractual requirements.
• Maintain the computer clinic system and electronic filing/administrative systems in an accurate and secure manner.
• Deal with telephone calls, dictation software issues, and correspondence from hospitals, secondary care, and community services swiftly.
• Coordinate meetings (booking rooms, attending, and taking minutes), support locum staff orientation, and maintain adequate supplies of office stationery.
• Assist in the induction of new staff members to the practice.

3. Patient Communication & Safety

• Communicate with patients professionally, sensitively, and courteously regarding their administration and referral progress.
• Escalate clinical concerns, complex queries, legal, or clinically sensitive requests to an appropriate clinician rather than providing clinical advice.
• Ensure all patient information is handled securely and in line with Information Governance requirements.
• Identify referral or administrative issues that may present a risk to patient safety and escalate them appropriately.

Person Specification

See Person Specification

Essential

• Please see Person Specification document for information

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

Howden Medical Centre

Address

Pinfold Street

Howden

Goole

East Yorkshire

DN14 7DD

United Kingdom

Employer's website

https://www.howdenmedicalcentre.nhs.uk/ (Opens in a new tab)