HMLG Referral Coordinator
Hours: 37.5hrs per week or two part-time equivalent.
Pay: £12.71 per hour
Location: We have 3 main branches that the group operates out of :- Portland Street, Newark Road and Lincoln University.
Looking for a new rewarding opportunity in a progressive and developing organisation?
Come and join the Heart of Lincoln Medical Group, a group of practices that are growing and developing their services. We are looking to recruit staff that have a real passion and drive to deliver high quality patient centred primary care services to our diverse, multicultural population in the centre of Lincoln.
We are looking for a proactive and enthusiastic Referral Coordinator to support the the Group.
The following are the core responsibilities of the role. There may be, on occasion, a requirement to carry out other tasks; this will be dependent on factors such as workload and staffing levels.
a. Process all referrals, including e Referrals (eRS), electronic referrals, fast track pathways, and internal requests, ensuring they meet required standards.
b. Ensure all referrals are correctly coded, documented, and completed within agreed timescales.
c. Liaise with clinicians to obtain missing information required for referral completion.
d. Maintain up to date knowledge of local and national referral pathways
e. Manage Advice and Guidance (A&G) requests in a timely and accurate manner, using the correct digital systems.
f. Ensure all Advice and Guidance (A&G) responses are processed promptly and delivered to the appropriate clinicians for review.
g. Provide professional administrative support to clinicians, managers, and other staff.
h. Manage incoming and outgoing correspondence, including emails, phone calls, and written queries.
i. Ensure reports, worklists, and workflows are regularly monitored and actioned in a timely and accurate manner.
j. Communicate clearly with patients regarding referral process and expectations.
k. Handle patient queries sensitively and professionally, signposting as appropriate.
l. Work collaboratively with clinical and non-clinical teams, local hospitals, community services, and external providers.
m. Manage simple enquiries effectively, escalating complex or unresolved cases to the line manager.
n. Ensure all actions relating to deceased patients are completed in accordance with the practice’s policy, including updating records and processing required documentation.
o. Support the development of new or less experienced staff by demonstrating established workflows, systems, and processes.
p. Perform to agreed targets and KPI’s.
q. Initiate contact with and respond to requests from patients, team members, management and clinical staff.
r. Maintain confidentiality, GDPR compliance, and safe handling of patient information.
s. Input data into the patients’ healthcare records as necessary.
t. Maintain a clean, tidy, effective working area at all times.
u. Undertake all mandatory training and induction programmes.
v. Attend a formal appraisal with their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
In addition to the primary responsibilities, the referral coordinator may be requested to:
a. Provide support to reception staff by handling incoming calls, including answering, transferring, and addressing callers’ inquiries in a professional and efficient manner when cover is required to meet the business needs.
b. Scan patient-related documentation and attach scanned documents to patients’ healthcare records.
c. Participate in practice audit as directed by the audit lead.
d. Attend and actively participate in PLT Sessions and Team Meetings.
e. Support and participate in shared learning.
We’d love to hear from you if you have :-
- · SystmOne experience
- · Attention to detail with a high degree of accuracy.
- · Excellent written and communication skills.
- · Ability to use own initiative and work independently.
- · Flexibility to adapt to change within a fast-paced environment.
- · Ability to focus within a demanding office environment, working under pressure and dealing with tight deadlines and conflicting priorities.
- Educated to GCSE Mathematics & English (C or above) or equivalent
For an informal discussion please contact Hayley Vernon [email protected]
Closing date for applications: 31/08/2026
Pay: £12.71 per hour
Work Location: In person
