Combe Down Surgery
Patient Notes / Medical Records Administrator
Combe Down Surgery, Bath, New York, United States
Patient Notes / Medical Records Administrator
This important role focuses on managing patient records and registrations, ensuring clinicians have accurate and up-to-date information. You’ll handle: New patient registrations and deductions Summarising and coding medical records on SystmOne Managing online access and proxy access requests Organising and maintaining Lloyd George paper records Main duties
KeyResponsibilities Process new patient registrations and deductions accurately on SystmOne. Summarise and code key medical information into patient records. Handle online access and proxy access requests in line with NHS guidance. File, retrieve, and maintain Lloyd George paper records securely and efficiently. Ensure all patient information is handled in accordance with data protection and confidentiality policies. Support the smooth transfer and organisation of patient notes within the practice. Work collaboratively with the wider admin team to maintain accurate and up-to-date records. Contribute to a well-organised, professional, and supportive working environment. About You
We’re looking for someone who is: Highly organised, accurate, and attentive to detail. Comfortable handling confidential information with discretion. Able to work independently and manage their own workload effectively. A good communicator with a calm and professional manner. Confident using computers and willing to learn new systems (training provided). A team player who takes pride in helping things run smoothly. Experience in a GP practice or healthcare environment — particularly with SystmOne is desirable, but not essential. Full training and support will be provided. About Us
About Us Combe Down Surgery is a friendly, patient-centred GP practice serving our local community in Bath. We pride ourselves on providing high-quality, compassionate care and maintaining a supportive team environment where everyone plays an important role in improving patient experience. Why Join Us Supportive, inclusive team culture. Meaningful work that makes a difference to people’s lives. Ongoing training and development opportunities. Job details
JOB TITLE: Medical Records Administrator REPORTS TO:
Admin Team Manager HOURS:
15hrs per week Flexible hours:
between 08:00 and 18:00 Monday to Friday SALARY:
£12.60 per hour £24,570 per annum (FTE) Job Summary/Overview To ensure the accurate and timely management of patient medical records, both electronic and paper-based, in line with practice protocols and NHS information governance standards. The post-holder will be responsible for patient registrations, deductions, summarising medical records, managing online and proxy access, and maintaining the organisation of Lloyd George notes. This role supports safe, high-quality patient care. Key Responsibilities
1. Registrations and Deductions Process new patient registrations on SystmOne, ensuring patient details are entered accurately and verified in line with NHS and PCSE guidance. Manage patient deductions (leavers), ensuring medical records are appropriately handled, transferred, or archived. Liaise with PCSE and other GP practices regarding patient record transfers. 2. Summarising and Coding Summarise and code relevant medical information from incoming patient records. Ensure all key diagnoses, allergies, and past medical history are accurately entered on SystmOne. Maintain data quality standards to support QOF, clinical audits, and patient safety. 3. Online and Proxy Access Process patient applications for online access and proxy access in accordance with NHS Digital guidance and practice protocols. Verify identification and apply appropriate access levels in SystmOne. Maintain accurate records of access permissions and ensure timely review or removal when necessary. 4. Filing and Lloyd George Records File and retrieve paper medical records (Lloyd George envelopes) efficiently and accurately. Maintain an organised and secure filing system in compliance with data protection and confidentiality policies. Locate records for clinicians or administration upon request. Assist with digitisation or archiving projects as required. General: Be familiar with the practice computer systems, both clinical and office systems. Develop an understanding of the practice IT system and IT service desk. Attendance and involvement at Significant Event and Clinical meetings when required. Have an understanding of QOF and the impact of Care Navigation on that. Have an understanding of CQC compliance in so far as Care Navigation is concerned. Understand security and fire alarm systems and be able to respond to any problems in the absence of the Operations Lead, Deputy Practice Manager and/or Practice Manager. Be able to arrange emergency/urgent call outs for maintenance or utility issues. During the absence of the Deputy Practice Manager & Practice Manager take responsibility for any minor problems that may occur. Confidentiality: In the course of seeking treatment, patients entrust with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. All such information is to be regarded as strictly confidential. Health & 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. Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, including: Respecting privacy and dignity of patients, carers and colleagues. Being welcoming and non-judgemental to individuals and respecting their circumstances, feelings, priorities and rights. Safeguarding: The Practice is committed to safeguarding children, young people and vulnerable adults. You will be accountable for knowing how to respond to concerns and undertaking required mandatory training. Personal/Professional Development: The post-holder will participate in training and development as part of employment, including an annual performance review and ongoing personal development. Quality: The post-holder will strive to maintain quality, alert team members to quality issues, assess performance, and contribute to continuous improvement. Communication: The post-holder should communicate effectively within the team, with patients and carers, and recognise needs for alternative communication methods. Contribution to the Implementation of Services: The post-holder will apply practice policies and participate in audits where appropriate. Flexibility: This job description is not exhaustive and may be adjusted in line with business needs. You may be asked to be flexible in working hours as required. Person Specification
Experience
Experience of working in an administrative or clerical role Experience of using SystmOne or other clinical systems Experience of processing patient registrations and deductions Experience of summarising and coding medical records accurately Experience of managing online access and proxy access requests Experience of filing, retrieving, and archiving Lloyd George paper records Experience of working in a busy environment, managing multiple priorities Good understanding of data protection, confidentiality, and information governance in the NHS Experience maintaining data quality and accurate electronic records Excellent attention to detail and accuracy Strong organisational and time management skills Ability to work to deadlines and manage own workload effectively Good communication skills written, verbal, and interpersonal Ability to maintain confidentiality and handle sensitive data appropriately Competent IT skills including Microsoft Office and data entry Ability to work effectively as part of a small administrative team Ability to follow standard operating procedures consistently Problem-solving approach and willingness to improve processes Flexible and adaptable to meet service needs Reliable and professional attitude Willingness to undertake further training and development Commitment to confidentiality and data security Positive, team-oriented approach with good interpersonal skills Understanding of equality, diversity, and inclusion in the workplace Experience of working in a GP practice or NHS healthcare setting Knowledge of medical terminology and clinical correspondence Understanding of PCSE processes for record transfers Understanding of NHS record-keeping standards and protocols 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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This important role focuses on managing patient records and registrations, ensuring clinicians have accurate and up-to-date information. You’ll handle: New patient registrations and deductions Summarising and coding medical records on SystmOne Managing online access and proxy access requests Organising and maintaining Lloyd George paper records Main duties
KeyResponsibilities Process new patient registrations and deductions accurately on SystmOne. Summarise and code key medical information into patient records. Handle online access and proxy access requests in line with NHS guidance. File, retrieve, and maintain Lloyd George paper records securely and efficiently. Ensure all patient information is handled in accordance with data protection and confidentiality policies. Support the smooth transfer and organisation of patient notes within the practice. Work collaboratively with the wider admin team to maintain accurate and up-to-date records. Contribute to a well-organised, professional, and supportive working environment. About You
We’re looking for someone who is: Highly organised, accurate, and attentive to detail. Comfortable handling confidential information with discretion. Able to work independently and manage their own workload effectively. A good communicator with a calm and professional manner. Confident using computers and willing to learn new systems (training provided). A team player who takes pride in helping things run smoothly. Experience in a GP practice or healthcare environment — particularly with SystmOne is desirable, but not essential. Full training and support will be provided. About Us
About Us Combe Down Surgery is a friendly, patient-centred GP practice serving our local community in Bath. We pride ourselves on providing high-quality, compassionate care and maintaining a supportive team environment where everyone plays an important role in improving patient experience. Why Join Us Supportive, inclusive team culture. Meaningful work that makes a difference to people’s lives. Ongoing training and development opportunities. Job details
JOB TITLE: Medical Records Administrator REPORTS TO:
Admin Team Manager HOURS:
15hrs per week Flexible hours:
between 08:00 and 18:00 Monday to Friday SALARY:
£12.60 per hour £24,570 per annum (FTE) Job Summary/Overview To ensure the accurate and timely management of patient medical records, both electronic and paper-based, in line with practice protocols and NHS information governance standards. The post-holder will be responsible for patient registrations, deductions, summarising medical records, managing online and proxy access, and maintaining the organisation of Lloyd George notes. This role supports safe, high-quality patient care. Key Responsibilities
1. Registrations and Deductions Process new patient registrations on SystmOne, ensuring patient details are entered accurately and verified in line with NHS and PCSE guidance. Manage patient deductions (leavers), ensuring medical records are appropriately handled, transferred, or archived. Liaise with PCSE and other GP practices regarding patient record transfers. 2. Summarising and Coding Summarise and code relevant medical information from incoming patient records. Ensure all key diagnoses, allergies, and past medical history are accurately entered on SystmOne. Maintain data quality standards to support QOF, clinical audits, and patient safety. 3. Online and Proxy Access Process patient applications for online access and proxy access in accordance with NHS Digital guidance and practice protocols. Verify identification and apply appropriate access levels in SystmOne. Maintain accurate records of access permissions and ensure timely review or removal when necessary. 4. Filing and Lloyd George Records File and retrieve paper medical records (Lloyd George envelopes) efficiently and accurately. Maintain an organised and secure filing system in compliance with data protection and confidentiality policies. Locate records for clinicians or administration upon request. Assist with digitisation or archiving projects as required. General: Be familiar with the practice computer systems, both clinical and office systems. Develop an understanding of the practice IT system and IT service desk. Attendance and involvement at Significant Event and Clinical meetings when required. Have an understanding of QOF and the impact of Care Navigation on that. Have an understanding of CQC compliance in so far as Care Navigation is concerned. Understand security and fire alarm systems and be able to respond to any problems in the absence of the Operations Lead, Deputy Practice Manager and/or Practice Manager. Be able to arrange emergency/urgent call outs for maintenance or utility issues. During the absence of the Deputy Practice Manager & Practice Manager take responsibility for any minor problems that may occur. Confidentiality: In the course of seeking treatment, patients entrust with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. All such information is to be regarded as strictly confidential. Health & 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. Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, including: Respecting privacy and dignity of patients, carers and colleagues. Being welcoming and non-judgemental to individuals and respecting their circumstances, feelings, priorities and rights. Safeguarding: The Practice is committed to safeguarding children, young people and vulnerable adults. You will be accountable for knowing how to respond to concerns and undertaking required mandatory training. Personal/Professional Development: The post-holder will participate in training and development as part of employment, including an annual performance review and ongoing personal development. Quality: The post-holder will strive to maintain quality, alert team members to quality issues, assess performance, and contribute to continuous improvement. Communication: The post-holder should communicate effectively within the team, with patients and carers, and recognise needs for alternative communication methods. Contribution to the Implementation of Services: The post-holder will apply practice policies and participate in audits where appropriate. Flexibility: This job description is not exhaustive and may be adjusted in line with business needs. You may be asked to be flexible in working hours as required. Person Specification
Experience
Experience of working in an administrative or clerical role Experience of using SystmOne or other clinical systems Experience of processing patient registrations and deductions Experience of summarising and coding medical records accurately Experience of managing online access and proxy access requests Experience of filing, retrieving, and archiving Lloyd George paper records Experience of working in a busy environment, managing multiple priorities Good understanding of data protection, confidentiality, and information governance in the NHS Experience maintaining data quality and accurate electronic records Excellent attention to detail and accuracy Strong organisational and time management skills Ability to work to deadlines and manage own workload effectively Good communication skills written, verbal, and interpersonal Ability to maintain confidentiality and handle sensitive data appropriately Competent IT skills including Microsoft Office and data entry Ability to work effectively as part of a small administrative team Ability to follow standard operating procedures consistently Problem-solving approach and willingness to improve processes Flexible and adaptable to meet service needs Reliable and professional attitude Willingness to undertake further training and development Commitment to confidentiality and data security Positive, team-oriented approach with good interpersonal skills Understanding of equality, diversity, and inclusion in the workplace Experience of working in a GP practice or NHS healthcare setting Knowledge of medical terminology and clinical correspondence Understanding of PCSE processes for record transfers Understanding of NHS record-keeping standards and protocols 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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