Job summary
Are you
detail-oriented, organised, and passionate about supporting clinical care
behind the scenes? We are looking for an Administrative Officer to join our friendly team
and play a vital role in ensuring the accurate coding of incoming clinical
correspondence.
In this key
administrative role, you'll review letters from hospitals and other providers,
extract important clinical information, and code it directly into patients
electronic health records. This helps ensure our GPs and nurses have the
information they need to deliver safe, effective care.
Were looking
for someone with great attention to detail, strong IT skills, and ideally
experience in a healthcare setting. Familiarity with EMIS/SystmOne and SNOMED
or Read coding is a plus, but full training will be provided.
Join us to
make a real impact in patient care through excellent clinical data handling.
Main duties of the job
The Administrative Officer Clinical Letter Coding is a key member of
the practice's administrative team. The primary responsibility is to read,
interpret, and accurately code clinical information from incoming
correspondence into the patients Electronic Health Record (EHR). This ensures
that clinicians have timely access to key information, supports patient safety,
and enables robust reporting for quality and contractual purposes.
About us
OHP is a GP super-partnership established in 2015 with a vision of creating a healthy future for our practices and patients. We are one of the largest GP partnerships in the UK, operating under a unique autonomy model. We use our shared expertise to tackle the challenges practices face today. Our support services keep local surgeries thriving and allow them to focus on providing excellent care to our patients by providing shared back-office functions. We also support a wider footprint of practices, by providing a range of support services to Primary Care Networks.As a collective, we can focus on providing exceptional care for our patients, while managing our practices innovatively, efficiently, ensuring we get the best value from our budgets.
Job description
Job responsibilities
Job Title:
Administrative Officer Clinical Letter Coding
Location:
Induction period on site at a Training Hub then hybrid working (on site + home working)
Reports to:
Practice Manager / Senior Administrator / Document Management Lead
Hours of Work:
Full time and Part time jobs available flexible hours
Salary:
Minimum Wage initially increasing once fully trained
Job Purpose:
The Administrative Officer Clinical Letter Coding is a key member of the practice's administrative team. The primary responsibility is to read, interpret, and accurately code clinical information from incoming correspondence into the patients Electronic Health Record (EHR). This ensures that clinicians have timely access to key information, supports patient safety, and enables robust reporting for quality and contractual purposes.
Key Responsibilities:
1. Clinical Correspondence Processing
- Receive, sort, and prioritise incoming clinical correspondence from hospitals, community services, out-of-hours providers, and private healthcare providers.
- Review each document to extract and interpret key clinical information, such as diagnoses, procedures, investigations, follow-up plans, and medications.
- Highlight urgent or actionable information for clinical review using standard operating procedures (SOPs).
2. Coding and Data Entry
- Apply accurate Read codes or SNOMED CT codes to relevant elements of each clinical document.
- Record all clinical data in the appropriate fields of the patients EHR (e.g. EMIS Web, SystmOne).
- Ensure coding aligns with the practice's protocol and supports quality initiatives, including QOF, IIF, and PCN reporting.
- Document a clear summary or narrative of each letter where appropriate.
3. Administrative Coordination
- Work in collaboration with the clinical and admin teams to ensure correspondence is dealt with promptly and escalated when necessary.
- Track and report on correspondence processing KPIs, ensuring backlogs are avoided.
- Maintain accurate logs or registers of coded documents, particularly for monitoring targets or audit purposes.
4. Clinical Safety and Information Governance
- Maintain the strictest levels of patient confidentiality in line with GDPR and NHS confidentiality guidelines.
- Ensure records are updated accurately to reduce clinical risk and support continuity of care.
- Report any discrepancies or concerns (e.g. missing documents, misfiled correspondence) to senior staff.
5. Communication and Teamwork
- Liaise effectively with GPs, nurses, and allied health professionals to confirm clinical interpretations if needed.
- Work collaboratively with reception, referrals, and records teams to ensure a joined-up approach to patient information management.
- Participate in team meetings and contribute ideas for improving the coding workflow.
6. Quality Improvement and Audit
- Contribute to audits of coding accuracy and completeness.
- Assist in refining coding protocols and SOPs to improve efficiency and reduce clinical risk.
- Provide feedback to the document workflow team and suggest improvements where bottlenecks occur.
Training and Development
- Full training in coding protocols and systems will be provided.
- Opportunities for continuing professional development (CPD)
- Regular appraisals and support from supervisors to encourage growth and performance.
Other Information:
- All staff are expected to adhere to practice policies, including safeguarding, infection control, equality and diversity, and health and safety.
- Occasional flexibility may be required during periods of staff shortage or increased workload.
Job description
Job responsibilities
Job Title:
Administrative Officer Clinical Letter Coding
Location:
Induction period on site at a Training Hub then hybrid working (on site + home working)
Reports to:
Practice Manager / Senior Administrator / Document Management Lead
Hours of Work:
Full time and Part time jobs available flexible hours
Salary:
Minimum Wage initially increasing once fully trained
Job Purpose:
The Administrative Officer Clinical Letter Coding is a key member of the practice's administrative team. The primary responsibility is to read, interpret, and accurately code clinical information from incoming correspondence into the patients Electronic Health Record (EHR). This ensures that clinicians have timely access to key information, supports patient safety, and enables robust reporting for quality and contractual purposes.
Key Responsibilities:
1. Clinical Correspondence Processing
- Receive, sort, and prioritise incoming clinical correspondence from hospitals, community services, out-of-hours providers, and private healthcare providers.
- Review each document to extract and interpret key clinical information, such as diagnoses, procedures, investigations, follow-up plans, and medications.
- Highlight urgent or actionable information for clinical review using standard operating procedures (SOPs).
2. Coding and Data Entry
- Apply accurate Read codes or SNOMED CT codes to relevant elements of each clinical document.
- Record all clinical data in the appropriate fields of the patients EHR (e.g. EMIS Web, SystmOne).
- Ensure coding aligns with the practice's protocol and supports quality initiatives, including QOF, IIF, and PCN reporting.
- Document a clear summary or narrative of each letter where appropriate.
3. Administrative Coordination
- Work in collaboration with the clinical and admin teams to ensure correspondence is dealt with promptly and escalated when necessary.
- Track and report on correspondence processing KPIs, ensuring backlogs are avoided.
- Maintain accurate logs or registers of coded documents, particularly for monitoring targets or audit purposes.
4. Clinical Safety and Information Governance
- Maintain the strictest levels of patient confidentiality in line with GDPR and NHS confidentiality guidelines.
- Ensure records are updated accurately to reduce clinical risk and support continuity of care.
- Report any discrepancies or concerns (e.g. missing documents, misfiled correspondence) to senior staff.
5. Communication and Teamwork
- Liaise effectively with GPs, nurses, and allied health professionals to confirm clinical interpretations if needed.
- Work collaboratively with reception, referrals, and records teams to ensure a joined-up approach to patient information management.
- Participate in team meetings and contribute ideas for improving the coding workflow.
6. Quality Improvement and Audit
- Contribute to audits of coding accuracy and completeness.
- Assist in refining coding protocols and SOPs to improve efficiency and reduce clinical risk.
- Provide feedback to the document workflow team and suggest improvements where bottlenecks occur.
Training and Development
- Full training in coding protocols and systems will be provided.
- Opportunities for continuing professional development (CPD)
- Regular appraisals and support from supervisors to encourage growth and performance.
Other Information:
- All staff are expected to adhere to practice policies, including safeguarding, infection control, equality and diversity, and health and safety.
- Occasional flexibility may be required during periods of staff shortage or increased workload.
Person Specification
Qualifications
Desirable
- Certification or training in clinical coding (e.g. SNOMED, Read coding).
Systems Knowledge
Desirable
- Familiarity with Docman, Ardens, Accurx, or other workflow platforms.
- Competent user of Microsoft Office and GP clinical systems (e.g., EMIS Web, SystmOne).
Communication
Essential
- Clear verbal and written skills, including the ability to escalate clinical issues appropriately.
Knowledge
Essential
- Familiar with basic medical terminology and healthcare correspondence.
Desirable
- Understanding of QOF, IIF, and population health metrics.
Organisation
Essential
- Ability to manage workload and prioritise tasks effectively.
Experience
Essential
- At least 6 months' experience working in a general practice or healthcare setting.
Desirable
- Prior experience coding hospital letters or handling referrals.
Attention to Detail
Essential
- High level of accuracy in reading and data entry.
Person Specification
Qualifications
Desirable
- Certification or training in clinical coding (e.g. SNOMED, Read coding).
Systems Knowledge
Desirable
- Familiarity with Docman, Ardens, Accurx, or other workflow platforms.
- Competent user of Microsoft Office and GP clinical systems (e.g., EMIS Web, SystmOne).
Communication
Essential
- Clear verbal and written skills, including the ability to escalate clinical issues appropriately.
Knowledge
Essential
- Familiar with basic medical terminology and healthcare correspondence.
Desirable
- Understanding of QOF, IIF, and population health metrics.
Organisation
Essential
- Ability to manage workload and prioritise tasks effectively.
Experience
Essential
- At least 6 months' experience working in a general practice or healthcare setting.
Desirable
- Prior experience coding hospital letters or handling referrals.
Attention to Detail
Essential
- High level of accuracy in reading and data entry.
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional 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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).