Job summary
The post-holder is a Medical Records Administration Assistant.
The Medical records Administration Assistant will be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Duties can include, but are not limited to, supporting the administration and receptionist teams with patient registration and deduction, GP to GP link booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
The post-holder will support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.
The post-holder will be an integral part of the general practice team.
Main duties of the job
Provided accurate and efficient administrative support for patient registrations, deductions, and the maintenance of medical records, ensuring all information was processed in line with NHS England, PCSE, GDPR, and practice policies. Managed new, temporary, and immediately necessary patient registrations using the clinical system, verified patient identity and eligibility, and processed deductions and FP69 notifications. Configured appointment books for clinicians, updated and maintained patient demographic data, and resolved registration issues through liaison with PCSE and NHS Digital. Supported total triage administration, scanning, coding, summarising, and filing of patient documentation, and managed incoming and outgoing correspondence. Ensured data accuracy, confidentiality, and record integrity at all times, assisted with audits, participated in training and appraisals, and contributed to continuous improvements in registration and records processes.
About us
All staff at TLCP have a duty to conform to the following:
Equality, diversity and inclusion
A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and to be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in matters of recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat our patients and their colleagues with dignity and respect.
Job description
Job responsibilities
Main Duties and Responsibilities
To provide accurate and efficient support for patient registrations, deductions, and maintenance of medical records within the practice. The post holder will ensure that all patient information is recorded, updated, and processed in line with NHS England and practice policies, maintaining a high standard of confidentiality and data quality at all times.
Main Duties and Responsibilities
- Appointment book configuration for both Drs and Nurses.
- Process new patient registrations accurately using the clinical system (e.g., EMIS).
- Process patient deductions received from PCSE or identified by the practice
- Verify patient identity and eligibility in accordance with NHS and practice guidelines.
- Manage permanent, temporary, and immediately necessary patient registrations.
- Liaise with PCSE (Primary Care Support England) to resolve registration issues or rejections.
- Ensure all registration documentation is completed and filed correctly.
- Update records accurately and ensure appropriate archiving or transfer of medical notes.
- Monitor, investigate and action FP69 notifications received via PCSE or NHS Digital by following practice guidance.
- Process and verify changes to patient details including address, name, phone number, next of kin, and other demographics.
- Ensure updates are entered promptly and accurately in the clinical system.
- Maintain and amend patient demographic and registration data as required.
- Identify and correct any data errors or inconsistencies in patient records.
- Ensure all records are managed in accordance with GDPR, Data Protection Act 2018, and NHS confidentiality policies.
- Assist with merging, linking, or separating records where appropriate.
- Assist with scanning, summarising, coding, and filing of patient documents as required.
- Process incoming and outgoing mail
- Support the practice team in maintaining accurate and efficient record management systems.
- Participate in training and staff meetings to ensure consistent and effective administrative procedures.
- Contribute to the continuous improvement of registration and records processes.
- Assist with total triage administration
- Act as a chaperone as required
- 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
- Participate in any audits as directed
Skills and Attributes Required
- Excellent attention to detail and high level of accuracy.
- Good understanding of NHS registration, deduction, and FP69 procedures.
- Strong communication and interpersonal skills.
- Proficient IT skills, including use of clinical systems and Microsoft Office.
- Ability to prioritise workload and meet deadlines.
- Commitment to confidentiality and data security
- Complete opening and closing procedures in accordance with the duty rota
Wider responsibilities
In addition to the primary responsibilities, the Administration Assistant has the following wider responsibilities:
- Participate in local initiatives to enhance service delivery and patient care
- Support and participate in shared learning
- Support reception staff, providing cover during staff absence
Job description
Job responsibilities
Main Duties and Responsibilities
To provide accurate and efficient support for patient registrations, deductions, and maintenance of medical records within the practice. The post holder will ensure that all patient information is recorded, updated, and processed in line with NHS England and practice policies, maintaining a high standard of confidentiality and data quality at all times.
Main Duties and Responsibilities
- Appointment book configuration for both Drs and Nurses.
- Process new patient registrations accurately using the clinical system (e.g., EMIS).
- Process patient deductions received from PCSE or identified by the practice
- Verify patient identity and eligibility in accordance with NHS and practice guidelines.
- Manage permanent, temporary, and immediately necessary patient registrations.
- Liaise with PCSE (Primary Care Support England) to resolve registration issues or rejections.
- Ensure all registration documentation is completed and filed correctly.
- Update records accurately and ensure appropriate archiving or transfer of medical notes.
- Monitor, investigate and action FP69 notifications received via PCSE or NHS Digital by following practice guidance.
- Process and verify changes to patient details including address, name, phone number, next of kin, and other demographics.
- Ensure updates are entered promptly and accurately in the clinical system.
- Maintain and amend patient demographic and registration data as required.
- Identify and correct any data errors or inconsistencies in patient records.
- Ensure all records are managed in accordance with GDPR, Data Protection Act 2018, and NHS confidentiality policies.
- Assist with merging, linking, or separating records where appropriate.
- Assist with scanning, summarising, coding, and filing of patient documents as required.
- Process incoming and outgoing mail
- Support the practice team in maintaining accurate and efficient record management systems.
- Participate in training and staff meetings to ensure consistent and effective administrative procedures.
- Contribute to the continuous improvement of registration and records processes.
- Assist with total triage administration
- Act as a chaperone as required
- 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
- Participate in any audits as directed
Skills and Attributes Required
- Excellent attention to detail and high level of accuracy.
- Good understanding of NHS registration, deduction, and FP69 procedures.
- Strong communication and interpersonal skills.
- Proficient IT skills, including use of clinical systems and Microsoft Office.
- Ability to prioritise workload and meet deadlines.
- Commitment to confidentiality and data security
- Complete opening and closing procedures in accordance with the duty rota
Wider responsibilities
In addition to the primary responsibilities, the Administration Assistant has the following wider responsibilities:
- Participate in local initiatives to enhance service delivery and patient care
- Support and participate in shared learning
- Support reception staff, providing cover during staff absence
Person Specification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of administrative duties
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
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
- Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Excellent communication skills and effective in communicating and understanding patient needs
- Sensitive and empathetic in distressing situations
- 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
Desirable
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Good organisational skills
- Clinical IT system user skills and the ability to record accurate notes
Person Specification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of administrative duties
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
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
- Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work as a team member and autonomously
- Excellent communication skills and effective in communicating and understanding patient needs
- Sensitive and empathetic in distressing situations
- 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
Desirable
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- Good organisational skills
- Clinical IT system user skills and the ability to record accurate notes
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.
