Business Intelligence Clerk

Portsdown Group Practice


This job is now closed

Job summary

The main purpose of this role is to ensure efficient and accurate processing and coding of relevant information from patients clinical records into the Practice computer system, working strictly in accordance with Practice Protocols. Across our sites, we use SystmOne so knowledge of SystmOne and medical terminology would be an advantage, however training would be provided to the successful candidate.

If you can work to high standards, are flexible and reliable, with excellent interpersonal and communication skills, and can deliver a high quality of care and attention to detail in a high pressurised environment, we would like to hear from you.

Main duties of the job

To efficiently and accurately process and code relevant information from patients clinical records into the Practice computer system, working strictly in accordance with the Practice Protocols.

To undertake administration tasks as detailed within the job description.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

About us

Portsdown Group Practice covers the whole of Portsmouth from postcodes PO1 to PO7. We operate from 6 surgeries: Cosham Park House (PO6 3BG), Crookhorn Lane (PO7 5XP, Heyward Road (PO4 0DY), Kingston Crescent (PO2 8AL), Paulsgrove (PO6 4HJ), and Somerstown (PO5 4EZ).

We are our own Primary Care Network (PCN). We have 12 Clinical Partners, 12 Salaried GPs and a comprehensive Nursing team overseen by our Nurse Manager and consisting of 15 Nurse / Paramedic Practitioners, 14 Registered Nurses, and 12 HCAs. We have a Pharmacy team of 4 Clinical Pharmacists and 2 Pharmacy Technicians. Additionally we have a team of 2 Physician Associates, a team of 3 MSK Physio Therapists and care co-ordinators.

The Practice is well established, financially secure and successful. Over the last few years we have earned maximum QOF points.

Our last CQC Inspection was in January 2020. We were rated Good overall and Outstanding for the care we provide to Working Age People.

Job description

Job responsibilities

This Recruitment

The successful candidate will be invited to start as soon as possible.

Job Description

Title:Business Intelligence Clerk

Responsible To:Business Intelligence Manager

Main Purpose of the Post:

To efficiently and accurately process and code relevant information from patients clinical records into the Practice computer system, working strictly in accordance with the Practice Protocols.

To undertake administration tasks as detailed within the job description.

Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.

Duties & Responsibilities of the Post:

Data Entry and Workflow:

Sort and date stamp incoming patient related mail

Process practice correspondence (paper, electronic, email) by scanning and attaching it to the patient record within a 48/72 hour timescale

Identify relevant clinical information contained in patient correspondence

Accurate code diagnosis, procedures and investigations, identifying and carrying out actions e.g. contacting patients to make appointments or completing referrals

Forward documents appropriately to clinicians where medical input required

Identify the complex or higher risk areas that require input or knowledge from the clinical team, including Safeguarding issues, working to the agreed Practice protocols


Summarise new patient records

Cull and sort patient records and letters in preparation for summarising

Review medical records and produce an accurate summary of the patients medical history.

Code the information into the Practice clinical system

Code existing patient hospital letters, both paper and electronic

Extraction of necessary data from clinical correspondence and input into Electronic Patient Record


Action GP2GP Notifications

Assist with processing Cytology Recalls

Assist with Audits such as data quality, QOF, medication management.

Assist with the processing of the quarterly Immunisation returns.

Action the linking medication issued to the patients problems on the clinical system.

To assist and advise with regard to using read codes for the purpose of extracting data from the computer for the use of audits

Ensure security of data at all times

Carry out searches, audits and recalls as required by the doctors, nurses and manager.

Monitor progress of notes summarising against Practice targets

Filing and retrieving paperwork

Scanning of letters and relevant correspondence into patients notes.

Report faults to software supplier and track progress

Ensure accurate report output

Support and guide members of staff in the use of the Patient and QOF Alerts.

Process the Summary Care Records in accordance with agreed protocols.

Assist in general office duties and reception work as required due to absence or annual leave.

Assist with new patient registrations as required.

Responsible for ensuring that all Health & Safety arrangements are implemented on a day-to-day basis. And as outlined in the H & S Policy Document.

Have a thorough knowledge of all Practice procedures.

Work in accordance of written protocols

Process electronic practice notes as required

Undertake any other additional duties appropriate to the post as requested by the Partners, Practice Manager or Line Manager.


As per both Government legislation and Practice Policies ensure that all confidentiality, data protection and information governance policies and guidelines are followed and strictly adhered to, reporting any infringements to the Operations Office immediately.

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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will 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
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children.
  • Reporting potential risks identified.

Equality and 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 peoples 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 include:

  • Participation in an annual staff performance review.
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.


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.
  • Lead on induction and training of new staff at site
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
  • Work effectively with individuals in other agencies to meet patients needs.
  • Effectively manage own time, workload and resources.


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

  • Communicate effectively with other team members.
  • Communicate effectively with patients and carers.
  • Recognise peoples 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

Any other delegated duties considered appropriate to the post.

This job description is not intended to be exhaustive, but to indicate the main areas of responsibility. It may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties. Suggestions and discussions are welcome.

Policies and Procedures - the duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Practice, which may be amended from time to time. You are required to be flexible and the practice reserves the right to alter such fixed hours as may be considered necessary to ensure the surgery runs smoothly.

The business operates between the hours of 0700 2100 hours Monday to Friday (0800 1300 Saturday), with possible requirement for some future evening and weekend working as the business develops.

Person Specification



  • Good standard of general education


  • NVQ in Business Administration or equivalent
  • Clinical coding course attendance or qualification



  • Smart, polite and confident
  • Self-motivated
  • Flexibility to meet the need of the team and the business
  • Committed professional development



  • Excellent written and verbal communication skills
  • Ability to follow procedures and work to deadlines
  • Well organised
  • Ability to handle situations of potential conflict
  • Problem solving
  • Able to perform under pressure



  • Conversant in IT software


  • Knowledge of anatomy, physiology and medical terminology



  • Practical experience of working as a team or alone if required
  • Experience of using own initiative
  • Experience in patient and/or customer service


  • Experience of working within general practice
  • Practical experience of SystmOne

Tier 2 Certificate of Sponsorship

Applications from job seekers who require current Tier 2/skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, Tier 2/skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Portsdown Group Practice


Kingston Crescent Surgery

92 Kingston Crescent



Employer's website

For help with your application, contact:

Ian Cummings


Date posted

16 July 2021

Pay scheme



£9.88 an hour



Working pattern

Full-time, Flexible working

Reference number


Job locations

Kingston Crescent Surgery

92 Kingston Crescent



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Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.