Document Management and Coding AdministratorNHS

Job summary

This post is a 12-month fixed term contract covering maternity leave.

Join our dynamic team as a Document Management & Coding Administrator, where your expertise will drive efficiency and accuracy in handling vital documentation and coding processes. This role offers an exciting opportunity to contribute to streamlined data management, ensuring compliance and supporting organisational operations with precision. You will play a key part in maintaining organized records, analysing data, and collaborating across departments to uphold high standards of quality and service.

Main duties of the job

• Process incoming electronic and paper clinical correspondence, including hospital letters, discharge summaries, clinic reports, diagnostic results and other healthcare communications.
• Review and accurately record relevant information within patient records using the practice clinical system.
• Apply appropriate SNOMED and administrative coding in accordance with practice policies and procedures.
• Forward documents requiring review, action or follow-up to the appropriate clinician, team or department.
• Monitor workflow queues and ensure all documents and associated actions are processed within agreed timescales.
• Maintain effective filing and document management processes to ensure patient records remain accurate, complete and up to date.
• Assist with the summarising of patient records and the extraction of relevant clinical information where appropriately trained and required by the practice.
• Communicate effectively with patients, clinicians, administrative colleagues and external healthcare organisations using face-to-face, telephone or digital methods in a professional manner and in accordance with practice protocols.
• Contribute to initiatives that support the achievement of Quality Outcomes Framework (QOF), Primary Care Network (PCN), Directed Enhanced Service (DES) and other contractual or quality improvement objectives.
• Provide administrative support across other practice functions, including prescription administration, appointment management and patient enquiries.

Job description

Responsibilities

• Process incoming electronic and paper clinical correspondence, including hospital letters, discharge summaries, clinic reports, diagnostic results and other healthcare communications.
• Review and accurately record relevant information within patient records using the practice clinical system.
• Apply appropriate SNOMED and administrative coding in accordance with practice policies and procedures.
• Forward documents requiring review, action or follow-up to the appropriate clinician, team or department.
• Monitor workflow queues and ensure all documents and associated actions are processed within agreed timescales.
• Maintain effective filing and document management processes to ensure patient records remain accurate, complete and up to date.
• Assist with the summarising of patient records and the extraction of relevant clinical information where appropriately trained and required by the practice.
• Communicate effectively with patients, clinicians, administrative colleagues and external healthcare organisations using face-to-face, telephone or digital methods in a professional manner and in accordance with practice protocols.
• Contribute to initiatives that support the achievement of Quality Outcomes Framework (QOF), Primary Care Network (PCN), Directed Enhanced Service (DES) and other contractual or quality improvement objectives.
• Provide administrative support across other practice functions, including prescription administration, appointment management and patient enquiries, where required and appropriately trained.

Experience

• Proven experience in document management or administrative roles with a focus on coding or data analysis.
• Strong computer skills, including proficiency in Microsoft Office and experience using Systmone
• Exceptional communication skills in English, both written and verbal, to facilitate clear information exchange.
• Solid organisational skills with attention to detail to maintain accurate records and streamline workflows.
• Background in IT or related fields is advantageous for understanding technical systems involved in document processing.

Embark on a rewarding career where your meticulous attention to detail and proactive approach will make a tangible impact! We are committed to fostering a supportive environment that values your growth, offers ongoing development opportunities, and recognizes your contributions every step of the way.

For full details of how we manage and protect your data, please refer to our Privacy Notice available on our website: www.honitonsurgery.nhs.net.

Please note that should this vacancy attract sufficient interest it may be necessary to close the vacancy early. We therefore encourage interested candidates to apply as soon as possible to avoid disappointment.

Important: This role is not eligible for visa sponsorship. Applicants must have the right to work in the UK at the time of application.

About us

Honiton Surgery has a highly committed and friendly team of GP Partners, Salaried GPs, Advanced Nurse Practitioners, Allied Health Professionals, Clinical Pharmacists, a multiskilled Practice Nursing Team and Clinical Research Team. We have a strong and supportive Management and Administrative Teams.

We have a reputation for proving excellent care to our 18,000 patients and are rated Good by the CQC.

We are the lead practice for our PCN, working collaboratively with two other practices, Sid Valley Practice and Coleridge Medical Centre. We have developed a wider arrange of PCN teams and roles, including, Mental Health and Wellbeing Team, First Contact Physiotherapists, Clinical Pharmacists and Pharmacy Technicians. Through the PCN we are also developing a Practice Nursing Network, led by our Lead PCN Nurse.