Job Description

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.

About us

Our Health Partnership was set up in 2015 by local GPs who are passionate about providing high quality primary care and using their time and skills effectively to benefit patients.

We are currently a GP partnership of 30 practices serving around 300,000 patients in Birmingham, Wolverhampton and Shropshire.The central team also provide a Primary Care Network (PCN) support function for 10 PCN's.

The partnership offers a shared administrative and management structure, cutting down the time doctors have to spend on admin. It opens up economies of scale to get best value from budgets. It has the resources to develop innovative services and effective partnerships with local hospitals and care services. And it can access new funding streams that are only available to large GP organisations.

Job description

Job responsibilities

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.

Person Specification

Knowledge

Essential

Familiar with basic medical terminology and healthcare correspondence Understanding of QOF, IIF, and population health metrics Familiarity with Docman, Ardens, Accurx, or other workflow platforms Ability to manage workload and prioritise tasks effectively High level of accuracy in reading and data entry
Desirable

Knowledge and experience of WordPress Knowledge and experience of mail chimp/SWAY Competent user of Microsoft Office and GP clinical systems (e.g., EMIS Web, SystmOne)

Experience

Essential

At least 6 months' experience working in a general practice or healthcare setting

Desirable

Prior experience coding hospital letters or handling referrals

Qualifications

Desirable

Certification or training in clinical coding (e.g. SNOMED, Read coding)

Employer details

Employer name

Our Health Partnership

Address

1st Floor

1856 Pershore Road

Birmingham

B30 3AS

Employer's website

https://ourhealthpartnership.com/

Job Types: Full-time, Part-time, Permanent

Pay: 23,809.50 per year

Benefits:

Company pension Employee discount Health & wellbeing programme
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 21/07/2025
Reference ID: Admin Officer CLC Mar 2024