Workflow processor and coder

MILLWAY MEDICAL PRACTICE; London Borough of Barnet; On-site; GBP 32,000 - 42,000; Full time

Job summary

Millway Medical Practice in North London is seeking a highly organised Workflow Processor / Medical Coding Administrator to manage clinical correspondence, code information using SNOMED CT, and maintain accurate patient records within EMIS Web and Docman/Better Letter.

You will review hospital letters, ensure timely filing, support data quality initiatives and QOF, and collaborate with GPs and administrative colleagues to sustain safe patient care.

Qualifications

• Experience in clinical coding within General Practice.
• Good understanding of SNOMED CT.
• Experience using Docman/Better Letter and EMIS Web.

Responsibilities

• Process incoming clinical correspondence via Docman/Better Letter within agreed timescales.
• Review correspondence to extract diagnoses, investigations, procedures and medications.
• File and update the patient’s electronic medical record accurately.

Skills

Clinical coding

SNOMED CT

Docman/Better Letter

EMIS Web

Attention to detail

Job description

We are looking for a highly organised and detail-focused Workflow Processor / Medical Coding Administrator to support the effective management of clinical correspondence within our GP practice. The successful candidate will be responsible for processing incoming documents through Docman/Better Letter, reviewing and coding clinical information from hospital letters and other medical correspondence using Better Letter coding principles, and ensuring patient records are accurately maintained. This role plays a vital part in supporting patient care, data quality, and practice efficiency.

Main duties of the job

The workflow processor is responsible for the accurate processing, coding and filing of all incoming clinical correspondence to ensure patient records remain complete, accurate and clinically meaningful. The post holder will support patient safety, clinical decision-making, QOF achievement and practice performance by applying appropriate SNOMED CT codes and following the Practice Coding Protocol at all times. The role requires a high level of accuracy, attention to detail and an understanding of General Practice clinical systems and coding standards.

About us

At Millway Medical Practice, we are a large, forward-thinking GP practice in Mill Hill, North London, caring for over 25,000 patients with a diverse and supportive multidisciplinary team. We are committed to delivering high-quality, patient-centred care through innovation, teamwork and modern models of access, including total triage, digital transformation and enhanced multidisciplinary working. (millwaymedical.com)

Job responsibilities

Clinical Correspondence (Docman/Better Letter)

• Process all incoming clinical correspondence received via Docman/Better Letter and other approved NHS systems within agreed timescales.
• Review correspondence to identify diagnoses, investigations, procedures, medications and other clinically relevant information.
• Ensure correspondence is filed accurately within the patient's electronic medical record.
• Identify urgent or clinically significant information and *escalate* promptly in accordance with practice protocols.
• Forward correspondence requiring clinical action to the appropriate GP or clinician.
• Maintain workflow queues to ensure correspondence is processed efficiently.

Clinical Coding

• Apply accurate SNOMED CT codes to clinical correspondence in accordance with the Practice Coding Protocol.
• Ensure diagnoses, long-term conditions, procedures, investigations and other relevant information are coded consistently and accurately.
• Update disease registers where appropriate.
• Code information to support QOF, Enhanced Services, recall programmes and population health management.
• Ensure coding is completed in line with NHS guidance and practice standards.
• Raise any coding uncertainties with the Clinical Coding Lead or Practice Management before processing.

Record Management

• Maintain accurate, complete and up-to-date electronic patient records.
• Ensure duplicate or incorrect coding is identified and corrected where appropriate.
• Maintain consistency of coding across all patient records.
• Support data quality initiatives and record validation exercises.

Quality Assurance

• Follow the Practice Coding Protocol at all times.
• Participate in regular coding audits and quality assurance reviews.
• Act on audit findings and implement agreed improvements.
• Assist with identifying coding trends or recurring issues that may impact patient safety or practice performance.

Communication

• Work collaboratively with GPs, nurses, the Recall Team and administrative colleagues.
• Seek clarification from clinicians where correspondence is unclear or requires clinical interpretation.
• Escalate urgent correspondence immediately in accordance with practice procedures.

Person Specification

Experience

• Previous experience of clinical coding within General Practice. Working knowledge of EMIS Web. Good understanding of SNOMED CT clinical coding. Experience using Docman/Better Letter. Excellent attention to detail and high levels of accuracy. Good organisational and time management skills. Ability to prioritise workload and meet deadlines. Good communication and interpersonal skills.
• Knowledge of QOF and Enhanced Services. Understanding of long-term condition registers and recall processes. Experience of clinical record validation and data quality improvement. Knowledge of NHS clinical correspondence processes.

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.