Administration - Patient Records
The closing date is 12 April 2026
Job summary
Please note: This vacancy is being advertised by One Wight Health Ltd - GP Federation, on behalf of Cowes Medical Centre.
Cowes Medical Centre will be the employer for this post.
Hours: 20 to 30 hours per week across Monday to Friday. One day to be either Monday or Friday.
Salary: National Living Wage with increase following end of probationary period.
Holidays: 25 days (pro rata) + bank holidays
Are you organised, proactive and great at keeping things running smoothly behind the scenes? We're looking for a reliable and detail focused person to join our team that quietly makes a real difference in their community. This is a chance to work in a caring environment where your contribution truly matters in supporting patient care.
This varied role provides general administrative support for patient registration and record processes. To thrive in this role, you will be methodical, and meticulous to ensure records are correct, and work is completed. You will always observe complete confidentiality.
Main duties of the job
Youll be part of a team that ensures patient information, correspondence and records are handled accurately and efficiently. Your day will be varied and fastpaced, including:
Post and general administration
Email inbox monitoring
Registrations, records and requests
Patient record data entry
What Were Looking For
* Strong attention to detail
* Confidence using IT systems (SystmOne experience is a bonus)
* Ability to follow protocols accurately
* A calm, organised approach to a busy workload
* A team player who takes pride in supporting highquality patient care
About us
We are a multi-disciplinary team of GPs, ANPs, MHP, paramedics, nurses, GP (healthcare) assistants, pharmacist, social prescriber, dietitian, wellbeing coach, MSK practitioners, phlebotomists and administrative and cleaning staff who all work closely together to deliver excellent patient-centred care. Every team member is valued, and we encourage open communication, mutual respect and shared learning.
We provide care to just over 15,500 patients from a modern, purpose-built building with free parking, disabled access and an attached (independent) pharmacy on-site. The work environment is fast-paced, where change and continuous improvement is the norm. Our next exciting change is that we will merge with Newport Health Centre. This merger will bring together two well-established practices into a single, stronger organisation better positioned to meet the challenges we all face. We believe this step will strengthen our ability to deliver high quality, sustainable care for our patients and supportive working environments for our teams.
We value homemade cake, teamwork, innovation, and continuous improvement in a supportive atmosphere. Joining us means being part of a practice that makes a real difference in the health and wellbeing of our community.
Job description
Job responsibilities
This role is to provide general administrative support for patient registration and record processes. To thrive in this role, you will be methodical, and meticulous to ensure records are correct, and work is completed each day. You will always observe complete confidentiality.
Key Tasks & Responsibilities
* Manage your own emails, tasks, and mandatory training
* Consistently complete incoming work
* Enter coded information accurately and quickly
* Work together with colleagues, in particular the other Admin for patient records
* Any other work requested by a manager, or your line manager to support ad hoc tasks
Post & General Support
* Date-stamp all correspondence.
* Open courier post from St Marys or communication received over the reception desk, through the letter box, from the internal scanning tray, triage then scan relevant documents into a batch for processing
* Open external post, scan patient related documents into a batch/distribute non-scanned items to relevant parties
* Apply correct postage to all outgoing letters and parcels including signed for / special delivery and ensure the post is ready for collection on the ground floor each day
* Inform MC when stamp supplies are low (when starting on last book of that type of stamp)
* If patient is requesting GP/ANP appointments via letter, check record for any exceptions, if no, send letter advising need to use Rapid Health
* Print monthly cleaning sheets ready for the last Friday of the month to support infection control process
Email Box Monitoring
* Review CowesMC mailbox for all incoming alerts, patient correspondence etc every 30 minutes to process/forward according to the protocol
* Monitor daily the retinal screening mailbox, processing onto the patient record and coding retinal screening letters
Online Registrations, Subject Access or Insurance Requests
* Support patients requesting full access to their patient record, run the record through iGPR ready for GP review and processing full access
* Support the photocopying of records for insurance or subject access requests for the Insurance or SAR administrators to complete this may include printing electronic records and copying Lloyd George paper records to form one complete copy record in preparation for forwarding, in accordance with the Subject Access Request protocol
Patient Registration & Record Transfers
* Add data (allergies, medical history, smoking, drinking, ethnicity & communication adjustments) from new patient registration paperwork and tasks to the patient record
* Note: Temporary Residents (TRs) and entered by the Patient Advisers (PAs) and MC enters GMS1s
* Accept new patient records for registering patients from PCSE, add to tracking log, enter on SystmOne and allocate to teams as required (to record cervical screening, child immunisations etc) then process these records for offsite storage by Restore packaging up, labelling and taking downstairs
* Request patient records from offsite storage (Restore) for internal use (track and allocate to requestor and then process back to Restore)
* For deducted patients (leavers or deceased), locate, label and send paper record to PCSE as patient is no longer registered here
* Send the TR forms in line with NHS guidelines to PCSE
* Monitor daily the SMS mailbox for the Practice deleting or forwarding emails as appropriate
* Monitor daily the DPO mailbox for the Practice deleting or forwarding emails as appropriate, checking that the out of office message is active, replying to NHS senders with our Cowes Medical Centre address (so the sender doesnt use the DPO email next time)
Patient Records data entry
* Following protocols, record on patient records:
* Mammograms
* RIPs, email clinicians with RIP information, follow the RIP process to ensure data is added consistently - deducting the patient as appropriate after the required amount of time
* DNA (did not attend) letters and sending reminders for the patient to attend
* Adult and childrens/family safeguarding data
* Immunisations
Person Specification
Other requirements
Essential
* Ability to deal with all matters in a confidential manner
* Willingness to help cover for holiday/sick leave of other staff
Experience
Essential
* 12 months+ data entry/data administration experience.
* Good IT skills able to use Microsoft office & learn how to use new applications.
Desirable
* Experience within the NHS.
* Previous knowledge of SystmOne.
Skills
Essential
* Excellent attention to detail
* Able to enter information accurately and consistently
* Able to concentrate for prolonged periods of time
* Good analytical skills
* Good problem-solving skills
* Ability to manage time and workload
Qualities & Attributes
Essential
* Detail orientated person
* Reliable, trustworthy and conscientious
* Pleasant, cheerful manner, that carries through under pressure
* Smart, clean & well-presented appearance
* Self-starter, able to take direction and work as part of a team
Desirable
* Able to pick up what is happening around you and be able to show a proactive approach to excellent workflow delivery
Qualifications
Essential
* Minimum of English GCSE 'C' or equivalent
Desirable
* Medical terminology training
* Touch typing
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
One Wight Health Ltd
Address
Cowes Medical Centre
200 Newport Road
Cowes
Isle Of Wight
PO31 7ER
#J-18808-Ljbffr