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Birchwood Medical Practice

Medical Administrator & Coder

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This job is now closed

Job summary

Join Our Friendly and Supportive Practice!

Were looking for an organised, detail-oriented and caring individual to join our dedicated team at Birchwood Medical Practice as a Medical Administrator and Coder. 15 Hours a week, Monday, Thursday and Friday.

This is a varied and rewarding role at the heart of a warm and welcoming team, where youll play a vital part in supporting patient care and keeping things running smoothly behind the scenes. If youre someone who takes pride in accuracy, enjoys working collaboratively, and loves the idea of making a real difference in a local community, wed love to hear from you.

In this role, youll be responsible for accurately coding key clinical information into patient records and supporting the wider admin team with a range of essential tasks. Youll become confident using systems like EMIS and Docman, managing incoming communications, updating patient records, and helping ensure patients are directed to the right care at the right time.

No two days are the same and youll be surrounded by kind and supportive colleagues who work together to create a truly caring and inclusive workplace. Whether youre scanning and filing documents, processing correspondence, assisting clinical teams, or contributing to the day-to-day operations of the practice, youll be a vital part of our healthcare family.

We believe in supporting one another, growing together, and always putting patients first and we cant wait to welcome someone new into our team.

Main duties of the job

As a Medical Administrator and Coder at Birchwood Medical Practice, you will play a crucial role in supporting the clinical and administrative functions of the practice. Your main duties will include:

  • Clinical Coding & Record Management

    • Accurately inputting and coding clinical information into patient records using EMIS and Docman systems.

    • Identifying relevant clinical details from patient correspondence and updating records accordingly.

    • Scanning and attaching clinical documents to patient records, ensuring everything is filed and accessible.

  • Medical Administrator

    • Managing tasks such as referrals, letter creation, and appointment arrangements.

    • Providing general clerical support, including filing, photocopying, laminating, and emailing documents.

    • Managing incoming and outgoing correspondence (post, email, and electronic documents).

    • Organising and maintaining practice documents, protocols, and procedures.

  • Monitoring tasks and communications through EMIS and the NHS mail accounts.

This role requires attention to detail, strong organisational skills, a positive attitude, and a commitment to confidentiality and excellent patient service. Youll be a key part of a collaborative, friendly, and caring team environment.

About us

Overview of your organisation

We are a medium sized practice of c9400 patients. We have a team of 31 great colleagues.

  • 3 GP Partners, 5 Salaried GPs, 2 ANP
  • 2 Nurses, 1 HCA and 2 x Phlebotomists
  • Easy links to City Centre and N. Bristol-outside Clean Air Zone
  • Cycle friendly practice with good cycle path links and on site shower facilities
  • Avon LPC Award for work on the Community Pharmacy Prescribing Scheme
  • Health Watch Bristol Award supporting patients with Learning Difficulties
  • We are friendly bunch who enjoy getting out together socially
  • We have a daily paid Coffee/ Tea
  • An active Facebook page in the community with regular views in excess of 10K per month - https://www.facebook.com/birchwoodbristol/
  • Part of Connexus PCN with Mental Health Support Workers, Physios, Pharmacists, Social Prescribers and Care Coordinators in the team to support our patients

We bring with us a management and change approach that is collaborative and engages staff - after all , they are the people doing the job and have the expertise to say what does/doesn't work!Our ethos is "Always assume positive intent".

Details

Date posted

01 July 2025

Pay scheme

Other

Salary

£12.21 an hour Reviewed when probation is completed

Contract

Permanent

Working pattern

Part-time

Reference number

A0389-25-0003

Job locations

Brooklea Health Centre

Wick Road

Brislington

BS4 4HU


Job description

Job responsibilities

Job Description

Job TitleMedical Administrator and Coder

BaseBirchwood Medical Practice

Reports toTeam Leader

Job PurposeTo be responsible for the administration of the practice including managing correspondence in and out of the practice, actioning referrals and managing administrative tasks. As well as coding of relevant information into patients electronic healthcare records on EMIS and Docman clinical systems.

OUTLINE OF ROLE RESPONSIBILITIES

Fulfilling all general clerical and office procedures with particular reference to referral management, coding work and computer duties as well as a variety of allocated administration tasks paying attention to detail for accuracy of documentation

Providing a high standard of customer service

Maintaining strict confidentiality of patients records and clinically related matters at all times

You will be expected to help patients get the right care at the right time by routing them to the most appropriate referral service confidently and competently using a supportive guide

Updating computer details as and when necessary, printing patient summaries

Processing the incoming documents using email, post and electronically where required

Sending referrals on behalf of clinicians to the correct service

Dealing with incoming post and collecting appropriate monies on behalf of the doctors

Providing clerical support to other areas of the practice as and when required.

Attending training and staff meetings as required

Main Duties and Responsibilities:

The following are the core responsibilities of the Medical Administrator and coder. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

To understand and utilise the Practice computer system (Emis).

To monitor tasks on Emis and emails on the nhs.net practice accounts

Accurately clinically coding data on EMIS into the patient record.

Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed action.

Filing and storing records as required

Actioning all incoming correspondence, emails, and mail in a timely manner

Scanning patient related documentation and attaching scanned documents to patients healthcare records

Inputting data into patients healthcare records as necessary

Answering incoming telephone calls, transferring calls or dealing with the callers request appropriately

Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

To open, sort and date stamp the post.

To workflow and organise documents on Docman & Emis

To file, photocopy, laminate and email documents using the correct systems.

To organise, edit, discard and update any relevant documents.

To produce and organise protocols and procedures for each practice department collectively where necessary

To assist with the upkeep of documents throughout the practice and update if need be.

To perform any tasks that may be required at that time e.g. referrals, creating letters etc.

To check the NHS Mail and organise any documents needed.

Arrange urgent outpatient appointments in liaison with hospital appointments.

Job Description Review

The job role may change and progress as business needs change. The Job Description provided is a general indication of the job role that will be undertaken; this will vary over time depending on the demands and priorities within the Practice.

Job description

Job responsibilities

Job Description

Job TitleMedical Administrator and Coder

BaseBirchwood Medical Practice

Reports toTeam Leader

Job PurposeTo be responsible for the administration of the practice including managing correspondence in and out of the practice, actioning referrals and managing administrative tasks. As well as coding of relevant information into patients electronic healthcare records on EMIS and Docman clinical systems.

OUTLINE OF ROLE RESPONSIBILITIES

Fulfilling all general clerical and office procedures with particular reference to referral management, coding work and computer duties as well as a variety of allocated administration tasks paying attention to detail for accuracy of documentation

Providing a high standard of customer service

Maintaining strict confidentiality of patients records and clinically related matters at all times

You will be expected to help patients get the right care at the right time by routing them to the most appropriate referral service confidently and competently using a supportive guide

Updating computer details as and when necessary, printing patient summaries

Processing the incoming documents using email, post and electronically where required

Sending referrals on behalf of clinicians to the correct service

Dealing with incoming post and collecting appropriate monies on behalf of the doctors

Providing clerical support to other areas of the practice as and when required.

Attending training and staff meetings as required

Main Duties and Responsibilities:

The following are the core responsibilities of the Medical Administrator and coder. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

To understand and utilise the Practice computer system (Emis).

To monitor tasks on Emis and emails on the nhs.net practice accounts

Accurately clinically coding data on EMIS into the patient record.

Identifying relevant clinical information documented in patient correspondence, coding appropriately and completing any detailed action.

Filing and storing records as required

Actioning all incoming correspondence, emails, and mail in a timely manner

Scanning patient related documentation and attaching scanned documents to patients healthcare records

Inputting data into patients healthcare records as necessary

Answering incoming telephone calls, transferring calls or dealing with the callers request appropriately

Maintaining a clean, tidy, effective working area at all times

Supporting all clinical staff with general administrative tasks as requested

To open, sort and date stamp the post.

To workflow and organise documents on Docman & Emis

To file, photocopy, laminate and email documents using the correct systems.

To organise, edit, discard and update any relevant documents.

To produce and organise protocols and procedures for each practice department collectively where necessary

To assist with the upkeep of documents throughout the practice and update if need be.

To perform any tasks that may be required at that time e.g. referrals, creating letters etc.

To check the NHS Mail and organise any documents needed.

Arrange urgent outpatient appointments in liaison with hospital appointments.

Job Description Review

The job role may change and progress as business needs change. The Job Description provided is a general indication of the job role that will be undertaken; this will vary over time depending on the demands and priorities within the Practice.

Person Specification

Qualifications

Essential

  • GCSE A to C, Or equivalent, in Maths and English
Person Specification

Qualifications

Essential

  • GCSE A to C, Or equivalent, in Maths and English

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.

Employer details

Employer name

Birchwood Medical Practice

Address

Brooklea Health Centre

Wick Road

Brislington

BS4 4HU


Employer's website

http://www.birchwoodbristol.nhs.uk (Opens in a new tab)

Employer details

Employer name

Birchwood Medical Practice

Address

Brooklea Health Centre

Wick Road

Brislington

BS4 4HU


Employer's website

http://www.birchwoodbristol.nhs.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Assistant Practice Manager

Coel Gould-Pullin

coel.gould-pullin@nhs.net

Details

Date posted

01 July 2025

Pay scheme

Other

Salary

£12.21 an hour Reviewed when probation is completed

Contract

Permanent

Working pattern

Part-time

Reference number

A0389-25-0003

Job locations

Brooklea Health Centre

Wick Road

Brislington

BS4 4HU


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