Medical Records Administrator

Riverside Health Partnership have an exciting opportunity for a motivated, enthusiastic and dedicated medical records administrator to work within our excellent team. The Medical Records Administrator is responsible for managing and maintaining patient records and information across Riverside surgeries.

Main duties of the job

This role ensures the efficient and accurate handling of medical records, guaranteeing compliance with Record Management and Data Protection policies. The administrator supports the clinical team by providing timely access to patient information and contributes to the overall efficiency and quality of care delivered to patients.

About us

Riverside Health Partnership is a busy practice caring for 24,000 patients over 4 sites located in Retford, Harworth, Misterton and Gringley-on-the-Hill. We are a well-led, well-managed and supportive practice. We are a consistently high performing GP training practice with 5 partners and 12 salaried GPs working alongside an excellent team of ANPs, Nurses, Social Prescribers and Practice Pharmacists. We also have multiple GP Registrars training at any one time.

Job responsibilities

• Records Management: Create, update, and maintain patient medical records ensuring a high level of accuracy. This involves handling new patient registrations and deceased records. Liaising with PCSE (Primary Care Support England) or other healthcare facilities to request or transfer patient records if needed.
• Data Entry (Summarising): Input patient data, clinical notes, test results, and other relevant information into the electronic health records (EHR) system.
• AI Technology: Oversee the introduction of the new digitalised AI system for clinical correspondence letters. Assigning workload where appropriate. Liaise with supplier if needed.
• Safe Disposal of Data: Ensure physical patient records which need disposing are destroyed safely in accordance with NHS retention and disposal policies.
• Information Retrieval: Retrieve and provide physical medical records for clinicians or other members of staff if required.
• Compliance: Ensure records comply with GDPR and other relevant regulations regarding patient confidentiality and data protection. Check own e‑Learning training is kept up to date.
• Audit and Data Quality: Using SystmOne Clinical Reporting tool to regularly audit medical records for accuracy, completeness, and compliance and take corrective actions as needed (whether that be training staff, logging significant events for learning opportunities etc.).
• Safeguarding: Work with the Safeguarding Leads to ensure sensitive data is entered correctly and restricted to appropriate members of staff.
• Other Duties: Filing, scanning and organising medical documents. Action GP2GP Tasks / Links / FP69 Notifications within a timely fashion. To regularly feedback to the Practice Coding Lead on workload / performance or highlight any issues that may need escalating. To undertake any other admin related tasks required by the organisation.

Person Specification

We are ideally seeking someone who has experience of working in a GP practice or similar and knowledge of read coding / summarising medical records. They must have high attention to detail, excellent organisational skills, and be IT literate with sound knowledge of Windows / Microsoft 365. Experience with SystmOne (or other similar clinical system) is preferred, along with strong verbal and written communication skills, problem-solving skills, a flexible approach, and being a team player. An awareness of GDPR / Data Security / IG Requirements would also be beneficial.

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.