Administrative Officer - Clinical Letter Coding

Job description

Job responsibilities

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.

Person Specification

Knowledge

Essential

• Familiar with basic medical terminology and healthcare correspondence
• Understanding of QOF, IIF, and population health metrics
• Familiarity with Docman, Ardens, Accurx, or other workflow platforms
• Ability to manage workload and prioritise tasks effectively
• High level of accuracy in reading and data entry

Desirable

• Knowledge and experience of WordPress
• Knowledge and experience of mail chimp/SWAY
• Competent user of Microsoft Office and GP clinical systems (e.g., EMIS Web, SystmOne)

Experience

Essential

• At least 6 months' experience working in a general practice or healthcare setting

Desirable

• Prior experience coding hospital letters or handling referrals

Qualifications

Desirable

• Certification or training in clinical coding (e.g. SNOMED, Read coding)

Employer details

Employer name

Our Health Partnership

Address

1st Floor

1856 Pershore Road

Birmingham

B30 3AS

Employer's website

https://ourhealthpartnership.com/ (Opens in a new tab)