Administrative Officer Clinical Letter Coding
| Posting date: | 18 July 2025 |
|---|---|
| Salary: | £10.00 to £12.21 per hour |
| Additional salary information: | £10.00 - £12.21 an hour |
| Hours: | Full time |
| Closing date: | 25 July 2025 |
| Location: | Birmingham, B44 9ER |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A4814-25-0018 |
Summary
Job Title: Administrative Officer Clinical Letter Coding Location: Induction period on site at a Training Hub then hybrid working (on site + home working) Reports to: Practice Manager / Senior Administrator / Document Management Lead Hours of Work: Full time and Part time jobs available flexible hours Salary: Minimum Wage initially increasing once fully trained Job Purpose: 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. 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. Training and Development Full training in coding protocols and systems will be provided. Opportunities for continuing professional development (CPD) Regular appraisals and support from supervisors to encourage growth and performance. Other Information: All staff are expected to adhere to practice policies, including safeguarding, infection control, equality and diversity, and health and safety. Occasional flexibility may be required during periods of staff shortage or increased workload.