Job summary
The Administrative Officer - Clinical Letter Coding role will be based at multiple sites with an option of home working.
Main duties of the job
The Administrative Officer Clinical Letter Coding is a key member of the practice's administrative team. The primary responsibility is to read, interpret, and accurately code clinical information from incoming correspondence into the patients Electronic Health Record (EHR). This ensures that clinicians have timely access to key information, supports patient safety, and enables robust reporting for quality and contractual purposes.
About us
Our Health Partnership was set up in 2015 by local GPs who are passionate about providing high quality primary care and using their time and skills effectively to benefit patients.
We are currently a GP partnership of 30 practices serving around 300,000 patients in Birmingham, Wolverhampton and Shropshire.The central team also provide a Primary Care Network (PCN) support function for 10 PCN's.
The partnership offers a shared administrative and management structure, cutting down the time doctors have to spend on admin. It opens up economies of scale to get best value from budgets. It has the resources to develop innovative services and effective partnerships with local hospitals and care services. And it can access new funding streams that are only available to large GP organisations.
Details Date posted
30 June 2025
Pay scheme
Other
Salary
£23,809.50 a year Starting at 12.21 per hour, will increase once fully trained.
Contract
Permanent
Working pattern
Full-time, Part-time
Reference number
B0300-25-0035
Job locations
1st Floor
1856 Pershore Road
Birmingham
B30 3AS
Oaks Medical Practice
199 Shady Lane
Birmingham
B44 9ER
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.
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)
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)
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)
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