Job summary
The
Registrations/Deductions and Notes Summariser is an important new Full Time
role within our practice, responsible for the accurate processing of all new
patient registrations, deductions, and the timely summarising of medical
records in a clinically safe manner. Following our practice merger in April
2025, we now operate across two sites with a combined patient list of
approximately 17,000. This position plays a key role in ensuring patient
records are efficiently managed and kept up to date, supporting the safe and
effective delivery of care. We are a friendly and supportive team and look
forward to welcoming a new colleague who is willing to work across both sites
as part of our collaborative practice.
Main duties of the job
The post-holder is a Registrations/Deductions, Notes Summariser.
The Patient Registrations & Medical Notes Summariser is responsible for the accurate processing of
new patient registrations and deductions, and for summarising incoming medical records in a timely
and clinically safe manner.
This role ensures that patient records are up to date, coded appropriately, and aligned with practice
protocols to support safe and effective patient care. The postholder will work closely with the
administrative team and clinical staff to maintain high standards of data quality, confidentiality, and
regulatory compliance.
The post-holder will be an integral part of the general practice team.
About us
The Mote Medical Practice is a well-established GP surgery providing comprehensive primary care services across two sites in Maidstone and Staplehurst. We care for approximately 17,000 patients and are committed to delivering high-quality, patient-centred healthcare. Our experienced team of doctors, nurses, and support staff offer a full range of services including chronic disease management, minor surgery, vaccinations, health checks, family planning, and urgent care. We aim to promote wellbeing, prevent illness, and provide accessible, compassionate care through modern facilities and a dedicated multidisciplinary team
Job description
Job responsibilities
The following are the core responsibilities of the Registrations/Deductions Notes Summariser in
delivering health services. There may be, on occasion, a requirement to carry out other tasks. This
will be dependent upon factors such as workload and staffing levels:
New Patient Registrations
- Process new patient registration forms in accordance with practice and NHS guidelines
- Verify patient details and ensure correct demographic data entry
- Register patients on the clinical system accurately and promptly
- Check and process online registrations where applicable
- Identify and escalate any safeguarding or clinical concerns
Patient Deductions
- Process patient deductions and transfers in a timely manner
- Ensure records are correctly updated and transferred according to NHS procedures
- Manage returned mail and address updates appropriately
Medical Records Summarising
- Review and summarise new patient medical records (paper and electronic)
- Accurately code significant past medical history, diagnoses, procedures, allergies, medications, and test results using the clinical system
- Ensure key information is clearly recorded for clinician review
- Identify and highlight urgent or clinically significant information
- Maintain consistency and accuracy in clinical coding
Data Quality & Compliance
- Maintain confidentiality in line with GDPR and NHS data protection standards
- Follow practice policies and information governance requirements
- Participate in data quality audits where required
- Support QOF and enhanced service data accuracy
General Administrative Support
- Work collaboratively with reception, admin, and clinical teams
- Support general administrative tasks when required
- Attend team meetings and relevant training sessions
Wider responsibilities
In addition to the primary responsibilities, the Registrations/Deductions Notes Summariser has the
following wider responsibilities:
- Participate in local initiatives to enhance service delivery and patient care
- Support and participate in shared learning
- Support admin/reception staff, providing cover during staff absences
Job description
Job responsibilities
The following are the core responsibilities of the Registrations/Deductions Notes Summariser in
delivering health services. There may be, on occasion, a requirement to carry out other tasks. This
will be dependent upon factors such as workload and staffing levels:
New Patient Registrations
- Process new patient registration forms in accordance with practice and NHS guidelines
- Verify patient details and ensure correct demographic data entry
- Register patients on the clinical system accurately and promptly
- Check and process online registrations where applicable
- Identify and escalate any safeguarding or clinical concerns
Patient Deductions
- Process patient deductions and transfers in a timely manner
- Ensure records are correctly updated and transferred according to NHS procedures
- Manage returned mail and address updates appropriately
Medical Records Summarising
- Review and summarise new patient medical records (paper and electronic)
- Accurately code significant past medical history, diagnoses, procedures, allergies, medications, and test results using the clinical system
- Ensure key information is clearly recorded for clinician review
- Identify and highlight urgent or clinically significant information
- Maintain consistency and accuracy in clinical coding
Data Quality & Compliance
- Maintain confidentiality in line with GDPR and NHS data protection standards
- Follow practice policies and information governance requirements
- Participate in data quality audits where required
- Support QOF and enhanced service data accuracy
General Administrative Support
- Work collaboratively with reception, admin, and clinical teams
- Support general administrative tasks when required
- Attend team meetings and relevant training sessions
Wider responsibilities
In addition to the primary responsibilities, the Registrations/Deductions Notes Summariser has the
following wider responsibilities:
- Participate in local initiatives to enhance service delivery and patient care
- Support and participate in shared learning
- Support admin/reception staff, providing cover during staff absences
Person Specification
Qualifications
Essential
- A good standard of education, with an expectation of having both
- GCSE Maths and English at Grade C or above, or Functional Skills
- Level 2 in Maths and English
Desirable
- NVQ Level 2 in Health and Social Care
- Medical records summarisation qualification
Knowledge and skills
Essential
- Excellent communication skills and effective in communicating and
- understanding patient needs
- Competent in the use of MS Office and Outlook
- Ability to use own initiative, discretion, and sensitivity
- Understanding of clinical coding
- Able to get along with people from all backgrounds and
- communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Clinical IT system user skills and the ability to record accurate notes
- Ability to effectively utilise resources
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Clear, polite telephone manner
- Flexible and cooperative
- Motivated
- Understanding of safeguarding adults and children
- Knowledge of and ability to work to key policies and procedures
Desirable
- Problem solver with the ability to process information accurately and
- effectively, interpreting data as required
- Sensitive and empathetic in distressing situations
- Good organisational skills
- Chaperone procedure
- Demonstrate personal accountability, emotional resilience and the
- ability to work well under pressure
Other requirements/wider responsibilities
Essential
- Disclosure Barring Service (DBS) check
- Occupational Health clearance
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Person Specification
Qualifications
Essential
- A good standard of education, with an expectation of having both
- GCSE Maths and English at Grade C or above, or Functional Skills
- Level 2 in Maths and English
Desirable
- NVQ Level 2 in Health and Social Care
- Medical records summarisation qualification
Knowledge and skills
Essential
- Excellent communication skills and effective in communicating and
- understanding patient needs
- Competent in the use of MS Office and Outlook
- Ability to use own initiative, discretion, and sensitivity
- Understanding of clinical coding
- Able to get along with people from all backgrounds and
- communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Clinical IT system user skills and the ability to record accurate notes
- Ability to effectively utilise resources
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Clear, polite telephone manner
- Flexible and cooperative
- Motivated
- Understanding of safeguarding adults and children
- Knowledge of and ability to work to key policies and procedures
Desirable
- Problem solver with the ability to process information accurately and
- effectively, interpreting data as required
- Sensitive and empathetic in distressing situations
- Good organisational skills
- Chaperone procedure
- Demonstrate personal accountability, emotional resilience and the
- ability to work well under pressure
Other requirements/wider responsibilities
Essential
- Disclosure Barring Service (DBS) check
- Occupational Health clearance
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
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.