Job summary
Job Title:
Clinical Coding and Summarising Administrator
Location & Hours:
Split across two sites, this full time role is 37.5 hours, split 7.5 hours per day, Monday to Friday.
From 1st April 2026 Laurel Bank Surgery (Malpas) will be merging with the Village Surgeries Group to become 1 larger practice. Until 1st April, the role supports both teams.
Main duties of the job
About the Role:
We are looking for a detail-oriented and organised individual to join our friendly general practice team. In this role, youll play a key part in ensuring that patient records are accurate, up to date, and compliant with clinical and contractual requirements. Working with the EMIS Web clinical system, you will handle SNOMED coding, summarise medical records, and support the smooth flow of clinical information throughout the practice. If you have a keen eye for detail, enjoy working with data, and take pride in supporting patient care behind the scenes, this could be the perfect role for you.
About us
Why Join Us?
Youll be part of a supportive, professional team that plays a vital role in patient care. We offer a friendly working environment, varied day-to-day tasks, and the opportunity to make a meaningful impact on our community.
Job description
Job responsibilities
Key Responsibilities:
- Accurately code SNOMED data, including QOF, IIF, and Enhanced Services, to support effective patient recall and ensure the completeness of medical records.
- Summarise both paper and electronic medical records for all new patients.
- Summarise the notes of any patients requesting On Line Access to their medical records, before access is granted.
- Open, prepare, scan, and code incoming post, referral forms, and confidential documents.
- Manage clinical correspondence, including workflow to all departments within the practice via Docman.
- Process Out-of-Hours and ensure information is ready for clinician review.
- Follow up on incomplete patient records and liaise with other practices to obtain missing information.
- Update existing patient records and adjust diary dates as required.
- Manage the GP2GP inbox and prepare records for scanning and summarising.
- Attend to allocated tasks and carry out any other reasonable duties that may be required from time to time.
What Were Looking For:
- Accuracy and attention to detail in data entry.
- Experience with EMIS Web or similar clinical systems (desirable).
- Knowledge of QOF, IIF, and Enhanced Services (desirable).
- Strong organisational skills and the ability to work to deadlines.
- Commitment to confidentiality and professionalism.
- A flexible, team-focused approach, with the ability to work across two sites.
Job description
Job responsibilities
Key Responsibilities:
- Accurately code SNOMED data, including QOF, IIF, and Enhanced Services, to support effective patient recall and ensure the completeness of medical records.
- Summarise both paper and electronic medical records for all new patients.
- Summarise the notes of any patients requesting On Line Access to their medical records, before access is granted.
- Open, prepare, scan, and code incoming post, referral forms, and confidential documents.
- Manage clinical correspondence, including workflow to all departments within the practice via Docman.
- Process Out-of-Hours and ensure information is ready for clinician review.
- Follow up on incomplete patient records and liaise with other practices to obtain missing information.
- Update existing patient records and adjust diary dates as required.
- Manage the GP2GP inbox and prepare records for scanning and summarising.
- Attend to allocated tasks and carry out any other reasonable duties that may be required from time to time.
What Were Looking For:
- Accuracy and attention to detail in data entry.
- Experience with EMIS Web or similar clinical systems (desirable).
- Knowledge of QOF, IIF, and Enhanced Services (desirable).
- Strong organisational skills and the ability to work to deadlines.
- Commitment to confidentiality and professionalism.
- A flexible, team-focused approach, with the ability to work across two sites.
Person Specification
Experience
Essential
- Experience of working in an administrative, data entry, or record-keeping role.
- Experience handling confidential and sensitive information.
Desirable
- Previous experience in a GP practice, healthcare, or similar setting.
- Experience using EMIS Web or another clinical system.
- Familiarity with SNOMED coding, QOF, IIF, and Enhanced Services.
Knowledge and Skills
Essential
- Excellent attention to detail and high standards of accuracy in data entry.
- Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
- Ability to work independently and as part of a team.
- Good communication skills, both written and verbal.
- Ability to maintain confidentiality and work in line with GDPR and data protection requirements.
Desirable
- Understanding of GP clinical workflows, correspondence handling, and Docman.
- Knowledge of GP2GP transfer processes and summarising medical records.
Personal Qualities
Essential
- Reliable, professional, and committed to high standards of work.
- Flexible and adaptable to the needs of the practice (including cross-site working and holiday cover).
- Positive, team-oriented attitude with a willingness to support colleagues.
- Motivated to contribute to the quality of patient care through accurate and timely record management.
Qualifications
Essential
- Good general standard of education (e.g. GCSEs or equivalent, including English and Maths).
- Willingness to undertake relevant training in clinical coding, summarising, and use of EMIS Web.
Desirable
- Accredited training in medical terminology, clinical coding, or summarising.
- Evidence of ongoing professional development.
Person Specification
Experience
Essential
- Experience of working in an administrative, data entry, or record-keeping role.
- Experience handling confidential and sensitive information.
Desirable
- Previous experience in a GP practice, healthcare, or similar setting.
- Experience using EMIS Web or another clinical system.
- Familiarity with SNOMED coding, QOF, IIF, and Enhanced Services.
Knowledge and Skills
Essential
- Excellent attention to detail and high standards of accuracy in data entry.
- Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
- Ability to work independently and as part of a team.
- Good communication skills, both written and verbal.
- Ability to maintain confidentiality and work in line with GDPR and data protection requirements.
Desirable
- Understanding of GP clinical workflows, correspondence handling, and Docman.
- Knowledge of GP2GP transfer processes and summarising medical records.
Personal Qualities
Essential
- Reliable, professional, and committed to high standards of work.
- Flexible and adaptable to the needs of the practice (including cross-site working and holiday cover).
- Positive, team-oriented attitude with a willingness to support colleagues.
- Motivated to contribute to the quality of patient care through accurate and timely record management.
Qualifications
Essential
- Good general standard of education (e.g. GCSEs or equivalent, including English and Maths).
- Willingness to undertake relevant training in clinical coding, summarising, and use of EMIS Web.
Desirable
- Accredited training in medical terminology, clinical coding, or summarising.
- Evidence of ongoing professional development.
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.
