Job Description

JOB DESCRIPTION

JOB TITLE:

Senior Medical Records Administrator (MRA)

HOURS: 25 Hours/ min 4 days per week

Part Time

ADDITIONAL HOURS:

May be required / offered to cover holiday, sickness or increased workload

PLACE OF WORK:

Based at both The Deeping Practice and Glinton Surgery

RESPONSIBLE TO:

Deputy Practice Manager

About us:

The Deepings Practice is a large practice based in Market Deeping with a branch site at Glinton, we serve over 24,000 patients. The Deepings practice has a large team of clinical and non-clinical staff lead by seven partners and a full senior management team. We have a CQC score of Good and strive for excellence in all areas of patient care. We have a strong focus on health promotion and personalised care, supporting patients to make informed decisions about their health and social care. We are a dynamic, friendly, and supportive team with experience in training GPs and other healthcare professionals.

Job Summary:

To act as a point of reference for medical records colleagues on day-to-day queries, supporting consistency and quality of work across the team. To ensure that patient correspondence is processed in a timely and accurate manner, supporting safe clinical care and high data quality. To contribute to the ongoing development of the medical records function by suggesting improvements and maintaining high standards of accuracy, reviewing training needs and inconsistencies across the team. To carry out summarising, coding and scanning of patient medical records to a high standard, ensuring compliance with practice policies and national requirements. Lead on complex summarising and coding tasks, including GP2GP transfers, degraded data, and duplicate entries.

Main Duties:

To lead the team ensuring all queries from team members are answered. Ensure that the department is running efficiently and make changes if needed. Always ensure adequate cover for the department, reviewing cover using overtime. To support with 3 and 6 month reviews, and annual appraisals. Ensure all protocols are up to date and in line with current process.

Summarising and Coding:

Accurately review and summarise patient medical records in line with practice protocols. Code relevant information using the practice's coding policy and Lincolnshire Standardised Read Code List. Prioritise urgent and high-risk cases (e.g. safeguarding, frail/elderly, children, babies) for prompt summarising. Process GP2GP incoming notes, addressing degraded data and managing duplicate information (allergies/sensitivities). Input immunisations and ensure coding accuracy for clinical safety. Support colleagues with coding queries and promote consistent use of codes. Review GP2GP incoming notes and code where necessary taking into Contact PCSE / other practices to request missing information.

Scanning:

Use the practice's workflow procedures to scan and attach patient-related documents to the clinical system.

Apply appropriate read codes and add contextual information as required. Forward documents to the most relevant clinician for action. Ensure incoming correspondence is scanned and actioned within agreed timescales (48/72 hours). Manage the medical records and EDT email inboxes, actioning or forwarding items appropriately.
This is not an exhaustive list.

Person Specification - Senior Medical Records Administrator

Qualifications & Training

Essential

Good standard of general education (minimum GCSE English & Maths or equivalent). Knowledge of medical terminology and clinical coding. Evidence of relevant training or on-the-job experience in summarising and coding. Able to maintain a professional and focused working environment, including politely encouraging colleagues to concentrate on tasks when necessary. Confident to challenge distractions in a constructive manner to support team productivity. Able to communicate assertively but respectfully with colleagues when required to maintain workflow. Demonstrates confidence in speaking up when work priorities require attention or focus.

Desirable

Qualification in medical administration or medical terminology. Training in SystemOne.

Experience

Essential

Substantial experience working as a Medical Records Administrator or Summariser in a healthcare setting. Experience of summarising, coding and scanning medical records with high accuracy. Familiarity with GP2GP transfers and managing degraded/duplicate data.

Desirable

Experience of supporting colleagues informally (e.g. answering queries, sharing knowledge). Experience of contributing to audits or data quality checks.

Knowledge & Skills

Essential

Good working knowledge of summarising, scanning and coding processes in general practice. Ability to identify and code relevant clinical information accurately. Proficiency in SystemOne and Microsoft Office applications. Strong organisational and time-management skills. Excellent attention to detail and accuracy.

Desirable

Knowledge of Standardised Read Code List Understanding of information governance, confidentiality, and records management. Minimum 25 hours / 4 working days a week

Personal Qualities

Essential

Reliable, professional and consistent. Able to work independently with minimal supervision. Good communication skills (written and verbal). Commitment to confidentiality and accuracy. Flexible and adaptable to service needs.

Desirable

Willingness to share knowledge and support colleagues' learning. Interest in developing skills further and contributing to process improvements.

Quality & Support

Maintain high accuracy in all data entry, summarising, coding and scanning tasks. Act as a point of reference for the medical records team on routine queries, sharing knowledge and best practice. Assist with checks, audits or data quality projects as required by the practice. Escalate any concerns or issues with medical records processes to the Medical Records Lead or Practice Management Team.

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.

Confidentiality:

In the course of seeking treatment, patients entrust us 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 , the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

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, to include:

Using personal security systems within the workplace according to Practice guidelines. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards. Reporting potential risks identified.

Equality & Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/ Professional Development:

The post- holder will participate in any training programme implemented by the Practice as part of this employment, such training to includ Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members. Communicate effectively with patients and carers. Recognise people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

Apply Practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audit where appropriate.
Job Type: Full-time

Pay: 12.96 per hour

Expected hours: 25 per week

Benefits:

Additional leave Company events Company pension Free parking On-site parking Sick pay
Ability to commute/relocate:

Peterborough: reliably commute or plan to relocate before starting work (required)
Experience:

Administrative: 1 year (preferred) Medical Records: 1 year (preferred)
Work Location: In person

Application deadline: 19/09/2025