About this role
Job summary
We are looking for an organised and proactive Medical Records Coordinator to join our team. The successful candidate will be responsible for the efficient management, maintenance and coordination of patient medical records, ensuring information is accurate, up to date, securely handled and readily available to support the delivery of safe and effective patient care.
Working closely with clinical and administrative teams, the Medical Records Coordinator will oversee the processing of incoming and outgoing medical records, the scanning and coding of clinical information, the management of patient records and the timely handling of requests for information. The role requires a high level of confidentiality, accuracy and attention to detail, together with the ability to manage competing priorities in a busy healthcare environment.
The ideal candidate will have excellent organisational and communication skills, be confident working with computerised systems and understand the importance of information governance and data protection within a healthcare setting. Previous experience in a GP practice, NHS or healthcare environment would be advantageous, although a willingness to learn and a commitment to providing a high-quality service are equally important.
This is an excellent opportunity for someone who takes pride in their work, is committed to maintaining high standards and wants to play an important role in supporting the smooth and effective running of patient services.
Main duties of the job
Coordinate and maintain accurate, up-to-date patient medical records. Process incoming and outgoing medical records and patient information requests. Scan, upload and accurately code clinical correspondence and documentation. Ensure records are managed in line with GDPR, confidentiality and information governance requirements. Liaise with clinical and administrative teams regarding patient records and information. Monitor and manage record-related tasks, ensuring deadlines are met. Support the efficient transfer and summarising of new patient medical records. Identify and resolve discrepancies or missing information within patient records. Maintain a high level of accuracy and attention to detail at all times.
Contribute to the smooth running and continuous improvement of the medical records service.Work collaboratively with clinicians and administrative colleagues. Assist with departmental workload during periods of absence or increased demand. Participate in practice meetings and mandatory training. Undertake a variety of administrative tasks outside the core responsibilities of the role when requested by the Practice Administration Manager or Practice Management Team. Be willing to learn and provide cross-cover for other administrative functions to support the needs of the practice. Undertake any other duties appropriate to the role and grade.
About us
Riverside Health Centre is a busy and welcoming GP surgery committed to providing high-quality, patient-centred care to our local community. Our team is made up of dedicated clinical, administrative and support staff who work together to deliver safe, effective and compassionate services to our patients.
We pride ourselves on creating a friendly, supportive and inclusive working environment where teamwork, respect and collaboration are highly valued. Our team works hard to support one another, share knowledge and continuously look for ways to improve the services we provide. Every member of our team plays an important role in the smooth running of the practice and in helping us deliver the best possible experience for our patients.
Working at Riverside Health Centre offers the opportunity to be part of a positive and forward-thinking organisation. We encourage our staff to develop their skills, contribute ideas and take pride in the work they do. We value a strong work ethic, a positive attitude and a genuine commitment to supporting both colleagues and patients.
As part of our team, you will benefit from working in a supportive environment with opportunities for learning and development, a strong team ethos and the satisfaction of making a real difference to the lives of the patients and community we serve.
Job description Job responsibilities Riverside Health PartnershipJob DescriptionJob Title
Medical Notes Coordinator
DepartmentAdministration
LocationAll Sites
Reporting ToPractice Admin Manager
Purpose and Objectives of the RoleThe Medical Notes Coordinator is responsible for the safe and efficient management of patient records and incoming clinical correspondence, ensuring the accurate processing of information to support patient care.
The role ensures that all documentation is managed in accordance with NHS policies, information governance requirements and practice procedures.
Main Duties and ResponsibilitiesIncoming PostReceive, open and sort all incoming post.
Identify urgent clinical correspondence and prioritise appropriately.
Distribute correspondence to the relevant clinicians or departments.
Ensure all post is processed within agreed timescales.
Document ScanningPrepare documents for scanning.
Scan patient documentation accurately onto the clinical system.
Verify scanned documents for quality and completeness.
Attach documents to the correct patient record.
Follow practice protocols for document management and confidentiality.
Deductions Patient Record TransfersProcess patient deductions in line with NHS guidance.
Prepare paper records for transfer where applicable.
Ensure records are dispatched securely within required timescales.
Maintain an audit trail of all deductions processed.
New Notes VerificationReceive and check newly received patient records.
Verify patient demographics and record accuracy.
Ensure records have been correctly matched to the appropriate patient.
Highlight any discrepancies or safeguarding information to the appropriate clinician.
Process records in accordance with practice procedures.
Lloyd George Record ManagementRetrieve and file Lloyd George records accurately.
Maintain an organised filing system.
Ensure records are securely stored and easily retrievable.
Support record archiving in accordance with NHS retention schedules.
Filing and Record ManagementFile documentation accurately within patient records.
Maintain paper filing systems where required.
Locate records promptly when requested.
Maintain the confidentiality and security of patient information at all times.
Record LinksCreate and maintain family and safeguarding links on the clinical system in accordance with practice protocols.
Verify that links are accurate and update them where necessary.
Escalate discrepancies or concerns to the Safeguarding Team.
Information GovernanceMaintain strict confidentiality of patient information.
Comply with UK GDPR, the Data Protection Act 2018 and NHS Information Governance requirements.
Report any information governance incidents promptly and in accordance with practice procedures.
General Administrative DutiesWork collaboratively with clinicians and administrative colleagues.
Assist with departmental workload during periods of absence or increased demand.
Participate in practice meetings and mandatory training.
Undertake a variety of administrative tasks outside the core responsibilities of the role when requested by the Practice Admin Manager or Practice Management Team.
Be willing to learn and provide cross-cover for other administrative functions to support the needs of the practice.
Participate in continuous professional development.
Undertake any other duties appropriate to the role and grade.
Person SpecificationEssential CriteriaGood standard of education, including English and Maths.
Excellent organisational skills.
High level of accuracy and attention to detail.
Good IT skills.
Ability to manage confidential information appropriately.
Ability to prioritise workload and meet deadlines.
Good communication skills.
Ability to work independently and as part of a team.
Desirable CriteriaPrevious experience within General Practice or the NHS.
Experience using SystmOne.
Knowledge of NHS medical records procedures.
Understanding of Information Governance and GDPR.
Knowledge of Lloyd George record management.
Experience of document scanning and electronic document management.
Key SkillsOrganisation
Accuracy
Confidentiality
Time management
Team working
Communication
Problem solving
Computer literacy
Record management
Attention to detail
AccountabilityReports to: Practice Admin Manager
Works closely with:
All areas of the Administration Team
Clinical staff
The Practice Management Team
The Safeguarding Team, where appropriate
ConfidentialityIn the course of seeking treatment, patients entrust the Practice with, or allow us to gather, sensitive information relating to their health and other matters. Patients do so in confidence and have the right to expect that all staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information, from any source, must be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health and SafetyThe post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy. This includes:
Using personal security systems within the workplace according to Practice guidelines.
Identifying risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures.
Maintaining work areas in a tidy, safe and hazard-free condition.
Reporting potential risks identified.
Equality and DiversityThe post-holder will support the equality, diversity and rights of patients, carers and colleagues by:
Acting in a way that recognises the importance of peoples rights and interpreting them in a manner consistent with Practice procedures, policies and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a welcoming, non-judgemental manner that respects individuals circumstances, feelings, priorities and rights.
Personal and Professional DevelopmentThe post-holder will participate in any training programme implemented by the Practice as part of their employment. This includes:
Participating in an annual individual performance review and taking responsibility for maintaining a record of personal and/or professional development.
Taking responsibility for their own development, learning and performance.
Demonstrating skills and activities to others undertaking similar work where appropriate.
Completing all mandatory training relevant to the role.
QualityThe post-holder will strive to maintain quality within the Practice and will:
Alert other team members to issues of quality and risk.
Assess their own performance and take accountability for their actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on individual and team activities.
Make suggestions to improve and enhance team performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage their own time, workload and resources.
CommunicationThe post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers where appropriate.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of ServicesThe post-holder will:
Apply Practice policies, standards and guidance.
Discuss with other members of the team how policies, standards and guidelines affect their own work.
Participate in audit where appropriate.
Contribute to the ongoing review and improvement of processes and services.
Special RequirementsConfidentiality must be maintained at all times.
Flexible working will be required to meet the needs of the Practice.
The post-holder may be required to undertake other duties appropriate to the role and grade.
Person Specification
Qualifications Essential
GCSE grade A to C in English and Maths.
Experience Essential
Good standard of general education, including English and Maths. Excellent attention to detail and accuracy, particularly when handling patient information and clinical documentation. Strong organisational and time-management skills, with the ability to prioritise workload and meet deadlines. Good IT skills and confidence using computerised systems. Ability to handle confidential and sensitive information appropriately and maintain strict confidentiality. Good written and verbal communication skills. Ability to work independently, use initiative and manage a busy workload. Ability to work effectively as part of a team and support colleagues. Ability to follow policies, procedures and instructions accurately. A willingness to learn new systems, processes and procedures. Commitment to maintaining high standards of quality and patient safety. Flexible and adaptable approach to work, including the ability to support other administrative functions when required.
Desirable
Experience of working in a GP practice is desirable but not essential.
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.
Employer details Employer name Riverside Health Partnership
Address Riverside Walk
Retford
Nottinghamshire
DN22 6FB
United Kingdom
Employer's website http://riversidehealth.co.uk/ (Opens in a new tab)