Downing Drive Surgery is looking for a Clinical Coder to join their workforce on a part-time fixed term contract! We are looking for someone who is highly motivated, organised and has a positive can-do attitude. Please see attached theJob Description and Person Specification for more information on the position
Fixed-term contract: until approximately end of 2026 (exact end date to be confirmed)
Salary: Dependant on experience
Interview dates: Wednesday 6thMay and Thursday 7thMay
Main duties of the job
The Clinical Coder is responsible for the accurate processing of incoming clinical correspondence using Anima and SystmOne. (Anima is an AI letter processing system that integrates with SystmOne. It automatically scans documents using it's AI tools to quickly identify relevant clinical codes for the clinical coder to confirm, to support with efficiencies and time. Training on Anima will be provided)This includes reviewing, coding,forwarding, escalating, and filing information received from hospitals, UHL,private sectors, other GP Practices, and external services. This list is not exhaustive.
Therole is administrative in nature but requires attention to detail, goodjudgement, and an understanding of when to escalate information to theappropriate clinical team /member. The post holding plays a key role inmaintaining accurate patient records, supporting safe patient care, andensuring efficient workflow within the practice.
About us
Downing Drive Surgery is a well-established GP practice, based in the heart of Evington, Leicester (LE5 6LP), serving approx. 6,900 patients. We use SystmOne as our clinical system and allocate a named GP to every patient to ensure continuity of care for patients. We pride ourselves on delivering compassionate, holistic healthcare that meets the need of every individual. In addition to our clinical expertise, Downing Drive Surgery is a GP Training Practice, hosting GP Registrars, and medical students. We are always looking for ways to improve the way we work and the care we provide. We encourage staff to be proactive, share ideas, and get involved in making positive changes at the practice.
Job responsibilities
KeyResponsibilities
1.Reviewincoming correspondence from external providers (e.g. hospitals, UHL, privateservices, community, and other GP Practices).
2.UseAnima software to:
* Coderelevant clinical information using SNOMED embedded into Anima.
* Forwardtasks to the appropriate clinician or team where required.
* Escalateurgent or clinically significant information appropriately in line withPractice procedures.
* Filecorrespondence that does not require further action or escalation.
3.Ensureall correspondence is processed accurately, safely, and in a timely manner.
4.Identifyany unclear, incomplete or potentially significant information and escalatest appropriately.
5.Applyaccurate and consistent SNOMED codes within SystmOne using Anima.
6.Ensurekey clinical information is recorded clearly within the patient record.
7.Avoidduplication and maintain structured, easy-to-read records.
8.Manageand prioritise daily workflow to ensure correspondence is processed withinagreed timelines as per Practice protocol.
9.Maintainoversight of workload and escalate any capacity concerns to management.
10. Ensure appropriatehandover of outstanding work during periods of leave or absence.
11. Maintain accurate,up-to-date and complete patient records.
12. Ensure all work iscarried out in line with practice protocols, policies and GDPR requirements.
13. Support general dataquality improvements within the practice.
14. Work collaborativelywith the Practice Manager, GPs, Pharmacists, Nurses and Administrative staff.
15. Seek clarificationwhere required and escalatemor appropriately to ensure patient safety.
16. Contribute toconsistent and safe approach to coding and correspondence handling across theteam.
17. Maintain up-to-dateknowledge of clinical coding and practice systems.
18. Participate intraining, and team meetings as and when required.
19. Engage in continuousprofessional development relevant to the role.
20. Provide support tothe wider administrative and reception team when required. This may include:
* Answeringtelephone calls
(Clinical coding will remain the primaryfocus of the role. The above may only be required if short staffed andimmediate cover is necessary).
The duties outlinedare not exhaustive and may be amended in line with the needs of the surgery.
Confidentiality
Inthe course of your duties, you may have access to sensitive informationrelating to patients, their carers, and practice staff. This information isprovided in confidence, and it is your responsibility to ensure that such datais protected and handled with the utmost discretion. You must not disclose anyinformation to unauthorised persons unless it is necessary as part of your roleand in accordance with practice policies.
PatientInformation: All information relating to patients and their care isconfidential and must not be disclosed to third parties without the patientsconsent, except in specific circumstances where there is a legal orprofessional obligation to do so.
Staffand Business Information: Information regarding practice staff and the businessoperations of the practice must also be treated as confidential.
GDPRCompliance: You must adhere to the General Data Protection Regulation (GDPR)and other relevant laws governing the use of personal data. Any breaches ofconfidentiality may lead to disciplinary action, up to and including dismissal.
Healthand Safety
Youhave a personal responsibility to promote and maintain your own health andsafety, as well as the health and safety of others within the practice. You arerequired to familiarise yourself with and follow the practices health andsafety policies and procedures.
RiskManagement: Identify and manage risks associated with your work activities,ensuring that these are undertaken in a safe manner.
IncidentReporting: Promptly report any accidents, incidents, or near misses to yourline manager, and participate in any subsequent investigations or remedialactions.
WorkplaceSafety: Use all equipment, tools, and materials safely and appropriately, andensure that work areas are kept tidy, clean, and free from hazards.
InfectionControl: Adhere to infection control procedures to prevent the spread ofillnesses and infections within the practice, ensuring a safe environment forboth staff and patients.
Thecompany has a no smoking policy throughout its premises, including buildingsand grounds.
Equalityand Diversity
Weare committed to creating an inclusive environment where all individuals aretreated with respect and dignity. We value the diverse backgrounds,perspectives, and skills that each person brings to the practice and strive tofoster a workplace that is free from discrimination.
Respectfor All: Treat all patients, carers, and colleagues with respect, regardless oftheir age, gender, race, ethnicity, disability, sexual orientation, religion,or any characteristic protected by law.
Non-Discrimination:Ensure that your actions and decisions are free from any form of discriminationand promote equality of opportunity for all.
InclusivePractice: Actively support and contribute to the development of an inclusiveculture within the practice by challenging discriminatory behaviour andpromoting positive attitudes.
LegalCompliance: Adhere to all relevant equality and diversity legislation,including the Equality Act 2010, and follow practice policies designed topromote diversity and inclusion.
ProfessionalConduct
Staffare expected to adhere to the following guidelines regarding uniform andprofessional behaviour:
UniformStandards: All staff members must wear the designated uniform while working.Uniforms should be clean, neat, and presentable always. Any additional items,such as name badges, must be worn as required by the practice.
Footwear:Shoes should be practical, comfortable, and in line with health and safetyrequirements, providing both support and a professional appearance.
Jewelleryand Accessories: For safety and hygiene reasons, the wearing of excessivejewellery or accessories is discouraged. Only minimal, non-dangling jewelleryis permitted during working hours.
Behaviourand Conduct: All staff are expected to behave in the manner that uplifts the dignity and respect of the practice. This includes being courteous and respectful to patients, visitors, and colleagues always, and maintaining a calm and professional demeanour, even in challenging situations.
Trainingand Supervision
Ourpractice prides itself on being a training practice and is dedicated tosupporting the development of current and future health professionals. As such,staff are expected to actively participate in the guidance, training, and supervision of both junior members of staff and primary care placement studentswhen necessary.
Mentorship:You may be required to mentor or supervise less experienced colleagues,providing them with the knowledge and support needed to develop their skillsand confidence in their roles.
TrainingSupport: Participate in the delivery of in-house training sessions and workshops, sharing your expertise and experience to help build a knowledgeableand competent team.
StudentPlacements: Engage with primary care placement students, offering guidance andsupport during their training period within the practice. This may includeproviding feedback on their performance, assisting them with practical tasks,and helping them integrate into the practice environment.
ContinuousLearning: As part of our commitment to ongoing professional development, youare encouraged to seek out opportunities for your own learning and development.This may include attending training courses, workshops, and seminars relevantto your role.
RoleModel: Act as a role model to both staff and students, demonstrating thehighest standards of practice, professionalism, and patient care.
The above list of duties is not exhaustive and may includeadditional tasks and responsibilities as required by the needs of the practice.
Person Specification
Experience
* * Excellent written and verbal communication skills
* * Effective organisational skills, with ability to manage a dynamic workload and prioritise tasks.
* * Ability to follow protocols.
* *Ability to interpret clinical information and apply appropriate coding
* *Ability to record accurate clinical notes
* * Awareness of NHS processes and the importance of confidentiality in a healthcare setting.
* * Ability to identify and escalate coding discrepancies appropriately.
* * Awareness of NHS Quality and Outcomes Framework (QOF) and its relevance to coding
Other
* * Self-Motivation
* * Ability to work as a team member and autonomously
* * Ability to work under pressure / in stressful situations
* * Effectively able to communicate and understand the needs of the patient
* * Commitment to ongoing professional development
* * Adaptable
* * Immunisation status
Qualifications
* * GCSEs or equivalent qualifications, including English and Maths
* * Knowledge of clinical coding systems, ideally SNOMED CT
* * Familiarity with IT systems, including Microsoft Office and patient
* management systems (e.g., SystmOne)
* * Understanding of medical terminology and clinical documentation
* * Previous experience working in a GP surgery or other healthcare environment.
* * Experience handling clinical correspondence and patient records.
* * Understanding of patient confidentiality and GDPR.
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.
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