About this role
Job summary
To provide an accurate computerised summary for all registered patients of any relevant medical history by updating existing data and/or converting written data to computerised records.
To be responsible for the read-coding of relevant information into the patients electronic healthcare records on the clinical system, adhering to the practice coding policy. In addition, to support the multi-disciplinary team, providing administrative support as required, in line with the needs of the practice
Main duties of the job
1.Data Input from correspondence
a) Files & Read codes scanned letters to the clinical system and sends to the clinician for reading.
b) Inputs data onto the clinical system using the correct read codes in a concise manner using the agreed protocols and coding system.
c) Ensures data for nGMS clinical areas is added as per agreed protocols and new diagnoses from these clinical areas are passed to the supervisor for double-checking.
d) Inputs data received from other sources e.g. breast screening results and vaccinations administered in schools.
e) Inputs data and works to the schedule as set by the supervisor and reports any backlogs of work.
2. Summarising
a) Checking existing electronic against paper records and updating/correcting entries as required.
b) Adding any missing data from patient medical record folder.
About us
Weavers Medical is a GP surgery serving around 20,000 patients. We have 4 GP Partners, 12 GP's, 4 Nurse Practitioners, 1 Practice Nurse and 5 HCA's along with around 40 non clinical staff.
Job description Job responsibilities
Weavers Medical
JOB DESCRIPTION
Job Title Data Entry Clerk
Hours & days of work 16 hours per week (over 3 or 4 days per week, Mon Fri).
Responsible to Managing Partner
Location: Weavers Medical, Prospect House, Kettering. Possible occasionalworking at the Mawsley branch site, School Road, Mawsley. This is an on site only post, not options are available for remote or hybrid working.
Job Summary
We are seeking a reliable and detail-focused Data Entry Clerk to join our administrative team in a busy GP surgery. The successful candidate will work with SystmOne and the Anima data processing platform to ensure patient records are accurately maintained and documentation is handled securely and efficiently. The role may also involve assisting with recall processes and supporting the team during periods of high administrative demand.
Main Duties and Responsibilities
Accurately input and update patient records using SystmOne Process and upload data and documentation received via the Anima platform Scan, code, and categorise incoming clinical correspondence such as hospital letters, test results, and discharge summaries Apply correct SNOMED/Read codes to support accurate record keeping, audits, and QOF reporting Assist in managing patient recalls (e.g., for long-term condition reviews, immunisations, cervical screening) as required Liaise with clinical staff to clarify or verify patient information and documentation Support the admin team with general administrative duties, including covering during staff absence or high workload periods Help with extraordinary administrative workloads, such as seasonal campaigns, clinical audits, or catch-up initiatives Maintain confidentiality and ensure compliance with GDPR and NHS data governance standards Perform regular checks to ensure data integrity, quality, and accuracy
Person Specification
Essential
Strong attention to detail and a high level of data accuracy. Confident in general IT applications including Microsoft Office (Word, Excel, Outlook). Understanding of confidentiality, GDPR, and NHS information governance policies. Organised, proactive, and able to manage workload independently or as part of a team. Desirable
Experience using SystmOne and familiarity with Anima or similar digital platforms. Previous experience in a general practice or NHS administrative role. Understanding of clinical coding (SNOMED CT / Read Codes). Knowledge of QOF, patient recalls, and data quality initiatives.
Additional Information
Training will be provided on practice protocols, SystmOne workflows, and Anima data processing. This role may require flexible working at times to support practice needs. A DBS check will be required.
Health & Safety & Fire Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy.
The post holder will adhere to the Prospect House Fire Strategy and Mawsley Medical Fire Strategy.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
Personal/Professional Development
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Communication
The 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. Recognise peoples needs for alternative methods of communication and respond accordingly.
Person Specification
Special circumstances Essential
Able to travel to/from work for the hours required. Able to work form home if required Complements the team
Desirable
Flexible over hours on an occasional basis.
Qualifications Essential
Acceptable GCSE grades including A-C (or equivalent) in English Language and Maths Good English written and spoken Computer Literate An advanced working knowledge of Microsoft Excel
Motivation Essential
To work to deadlines Ability to work in a team
Desirable
Experience of organising own work to achieve best outcome
Experience Essential
Task orientated Accuracy in all work Statistical/data analysis skills Good literacy skills (spelling, comprehension)
Desirable
Experience of inputting data onto a computer system and setting up spreadsheets Working in a GP practice
Innate abilities Essential
Reliable Methodical, organised, attention to detail Ability to learn new skills quickly Able to speed read documents Ability to question correctly
Desirable
Ability to "up the pace" when necessary To recognise workload priorities and communicate any problems to the Practice Manager
Physical make up Essential
Smart and appropriate dress Pleasant and professional manner Clear and articulate speech No questionable sickness record
Adjustment/attitude Essential
Understands totally the need for confidentiality
Desirable
Flexible and adaptable
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 Weavers Medical
Address Prospect House
121 Lower Street
Kettering
Northants
NN16 8DN
Employer's website https://www.weaversmedicalcentre.co.uk/ (Opens in a new tab)