Administrative Officer Clinical Letter Coding

Integrated Care System; Birmingham; On-site; GBP 60,000 - 80,000; Full time

Job summary

An Integrated Care System in Birmingham seeks an Administrative Officer to excel in coding clinical letters and managing medical correspondence. Key duties include reviewing documentation to extract clinical data and entering it into patient records, ensuring clinicians have timely information for quality care. Candidates should possess certification in clinical coding and strong attention to detail. Flexible working arrangements available.

Qualifications

• 1+ years of experience in a healthcare or general practice setting.
• Certification or training in clinical coding (e.g., SNOMED, Read coding) required.

Responsibilities

• Process clinical correspondence from various healthcare providers.
• Accurately code clinical information into patients' Electronic Health Records.

Skills

Attention to Detail

Strong IT Skills

Education

Certification in Clinical Coding

Tools

EMIS Web

SystmOne

Job description

Administrative Officer Clinical Letter Coding

Are youdetail-oriented, organised, and passionate about supporting clinical carebehind the scenes? We are looking for an Administrative Officer to join our friendly teamand play a vital role in ensuring the accurate coding of incoming clinicalcorrespondence.

In this keyadministrative role, you'll review letters from hospitals and other providers,extract important clinical information, and code it directly into patientselectronic health records. This helps ensure our GPs and nurses have theinformation they need to deliver safe, effective care.

Were lookingfor someone with great attention to detail, strong IT skills, and ideallyexperience in a healthcare setting. Familiarity with EMIS/SystmOne and SNOMEDor Read coding is a plus, but full training will be provided.

Join us tomake a real impact in patient care through excellent clinical data handling.

Main duties of the job

The Administrative Officer Clinical Letter Coding is a key member ofthe practice's administrative team. The primary responsibility is to read,interpret, and accurately code clinical information from incomingcorrespondence into the patients Electronic Health Record (EHR). This ensuresthat clinicians have timely access to key information, supports patient safety,and enables robust reporting for quality and contractual purposes.

About us

OHP is a GP super-partnership established in 2015 with a vision of creating a healthy future for our practices and patients. We are one of the largest GP partnerships in the UK, operating under a unique autonomy model. We use our shared expertise to tackle the challenges practices face today. Our support services keep local surgeries thriving and allow them to focus on providing excellent care to our patients by providing shared back-office functions. We also support a wider footprint of practices, by providing a range of support services to Primary Care Networks.As a collective, we can focus on providing exceptional care for our patients, while managing our practices innovatively, efficiently, ensuring we get the best value from our budgets.

Job responsibilities

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

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.

Person Specification

Qualifications

• Certification or training in clinical coding (e.g. SNOMED, Read coding).
• Familiarity with Docman, Ardens, Accurx, or other workflow platforms.
• Competent user of Microsoft Office and GP clinical systems (e.g., EMIS Web, SystmOne).

Communication

• Clear verbal and written skills, including the ability to escalate clinical issues appropriately.

Knowledge

• Familiar with basic medical terminology and healthcare correspondence.
• Understanding of QOF, IIF, and population health metrics.

Organisation

• Ability to manage workload and prioritise tasks effectively.

Experience

• At least 6 months' experience working in a general practice or healthcare setting.
• Prior experience coding hospital letters or handling referrals.

Attention to Detail

• High level of accuracy in reading and data entry.

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.

£10 to £12.21 an hourMinimum Wage initially increasing once fully trained

Contract

Permanent

Working pattern

Full-time,Part-time,Flexible working,Home or remote working