Administrator

Crystal Clear Recruitment Ltd; Greater London; On-site; GBP 22,000 - 30,000; Full time

Job summary

Crystal Clear Recruitment Ltd is seeking a meticulous Medical Records Administrator to join a busy Medical Records Team. You will handle day-to-day administrative support, ensuring medical records, correspondence and requests are processed accurately, confidentially and within required timescales.

The role requires excellent attention to detail, strong organisational skills and the ability to manage multiple workstreams and deadlines while liaising with solicitors, medical experts, GPs,

Qualifications

• Previous administrative experience, preferably in a legal, medical, healthcare or professional services environment.
• Excellent attention to detail and accuracy.
• Strong organisational and time-management skills.

Responsibilities

• Maintain confidentiality when handling clients' medical records and sensitive information.
• Process incoming postal medical records and discs (X-rays, MRI, radiology).
• Ensure medical record discs are password protected before sending to experts.
• Send records to recipients and extract records from discs when required.
• Upload documentation to ShareFile, Titan and CMS.
• Process incoming post, invoices and passwords.
• Handle online medical records via multiple portals promptly and accurately.
• Chase outstanding consent forms and medical records.

Job description

Medical Records Administrator

About the Role

We are currently recruiting for a Medical Records Administrator to join a busy Medical Records Team. The successful candidate will provide day-to-day administrative support, ensuring medical records, correspondence and requests are processed accurately, confidentially and within required timescales.

This is a varied administrative role requiring excellent attention to detail, strong organisational skills and the ability to manage multiple workstreams and deadlines effectively.

The successful candidate will be working closely with the Medical Records Team and will be responsible for processing medical records, liaising with solicitors, medical experts, GPs, hospitals and clients and providing general administrative support to the wider team.

Key Responsibilities

• Maintain strict confidentiality when handling clients' medical records and sensitive personal information.
• Process incoming postal medical records and discs, including X-rays, MRI scans and radiology records.
• Check that all medical record discs are password protected before sending them to medical experts.
• Send medical records to relevant recipients and extract records from discs where required.
• Make copies of medical records and upload documentation onto ShareFile, Titan and CMS.
• Process incoming post, invoices and passwords.
• Process online medical records received through multiple portals in a timely and accurate manner.
• Chase outstanding client consent forms and medical records.
• Chase outstanding medical reports and client appointments.
• Process completed consent forms and contact GPs and hospitals to request the release of medical records.
• Respond to general queries via email and make outbound calls where appropriate to resolve queries promptly.
• Handle inbound calls from solicitors, medical experts, GPs, hospitals and clients in a professional manner.
• Provide general administrative support to the wider Medical Records Team.
• Scan medical records, consent forms and daily post as required.
• Provide administrative cover for the Medical Evidence Team when required.
• Complete any other reasonable ad‑hoc duties requested by the Department Manager, Team Leader or Director.
• Work closely with the MET/MRT Team Leader to ensure deadlines are met across multiple workstreams.

The Ideal Candidate

The successful candidate will be an organised and detail-focused administrator who is comfortable working with confidential information and managing a busy workload.

You will ideally have:

• Previous administrative experience, preferably within a legal, medical, healthcare or professional services environment.
• Excellent attention to detail and accuracy.
• Strong organisational and time-management skills.
• The ability to prioritise and manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• A professional and confident telephone manner.
• Good IT skills and the ability to learn new systems quickly.
• The ability to work independently while also contributing effectively to a team.
• A high level of discretion and understanding of the importance of confidentiality.
• A proactive approach to chasing outstanding information and progressing tasks.The ability to remain calm and organised within a busy, deadline-driven environment.

Working Hours & Location

This is a full-time, office-based position, requiring attendance at the office during normal working hours.