Medical Administrator
Job Description
Job summary
What if your administrative skills could change someone's life?
At Cornerstone Practice and Healthcare, our Medical Administrators don't just process paperwork - they are the backbone of care for our patients. Every record you manage, every clinic you coordinate, every detail you get right directly impacts a real person's health journey.
Founded on Christian values of compassion, integrity and respect, we are ambitious, forward thinking and genuinely invested in our people - offering real developmental opportunities, a supportive team culture, and the chance to grow your career in a practice that punches above its weight.
Based at Shadsworth Surgery, you will play a central role in keeping our practice running smoothly - from coordinating long-term conditions clinics and managing medical records to handling sensitive data with the accuracy and care our patients deserve.
We are not just offering a job. We are offering a role with purpose, a team that has your back, and a workplace where what you do truly matters.
Sounds like you ? We want to hear from you.
Main duties of the job
At the heart of our administration team, you will keep patient records accurate and up to date - scanning and coding clinical documents, blood results, diagnoses and other data onto our clinical system with precision and care.
You will summarise the medical records of newly registered patients, recording significant history, diagnoses, medications and allergies onto EMIS Web. You will also read incoming hospital letters and clinical correspondence, code the key information using SNOMED and pass anything that needs action to the right clinician. Previous summarising experience is welcome, but full training will be given.
You will coordinate call and recall letters for patients with long-term conditions including diabetes, heart disease and respiratory conditions, supporting our clinical team in delivering annual reviews and meeting Quality and Outcomes framework targets - ensuring no patients falls through the net.
You will also assist in preparing third-party and patient report request, processing Subject Access Request, and accurately redacting medical records before disclosure - all in line with GDPR and NHS guidelines.
This is detailed, responsible work that sits at the intersection of administration and patient safety. Every entry you make and every record you handle has a direct impact on the quality of care our patients receive.
If you are a methodical, trustworthy and ready to play a vital role in a busy, purpose-driven practice - we would love to hear from you.
About us
Cornerstone Practice and Healthcare is a multi-site, patient-focused NHS GP practice serving a diverse population across four surgeries Shadsworth, Rhyddings, Lambeth Street and Bentham Road Health Centre in Blackburn with Darwen.
Rooted in a Christian ethos of service, dignity, compassion and integrity, our mission is to provide high-quality, accessible and compassionate primary care that respects every patient's individuality and supports their wellbeing, whatever their background or circumstances.
Our administration team is friendly, hardworking and genuinely supportive. We look out for each other, take pride in our work, and understand that behind every record and every letter is a real person who depends on us. You will be joining a team where your contribution is valued and your development is encouraged.
Core hours are Monday to Friday, 8:00-18:30, with Extended Access appointments available until 20:00 each weekday in collaboration with our local Primary Care Network.
We offer:
- NHS pension scheme
- Uniform provided
- A wide range of health and wellbeing benefits
If you want a role with real purpose, in a team that has your back - we would love to hear from you.
Job responsibilities
Administrative Duties
- Scan hospital letters and related documents into patients medical records in accordance with practice protocols
- Perform accurate data input including diagnoses, blood pressure readings, spirometry results, blood results, and other coding as set out in the coding protocols
- In collaboration with the administration and nursing teams, run the call and recall systems for long-term conditions to achieve Quality and Outcomes Framework (QOF) targets and meet Government requirements
- Use the clinical system to record regular performance achievements and key performance indicators (KPIs) as required
- Assist in the preparation of third-party and patient report requests, including generating invoices, photocopying records, liaising with clinicians, and meeting required deadlines
- Process Subject Access Requests (SARs) in accordance with practice protocols and General Data Protection Regulation (GDPR) requirements
Redaction of Medical Records
The accurate and lawful redaction of medical records is a key component of this role. You will be expected to:
- Review patient records and apply appropriate redaction prior to disclosure, in line with the Data Protection Act 2018, GDPR and NHS guidance on access to health records
- Maintain a clear audit trail for all redacted disclosures, documenting the rationale for decisions made
- Keep up to date with changes in legislation and NHS guidance relating to records disclosure and redaction
Communication and Patient Interaction
- Whilst this is primarily an administrative role, you will have regular contact with patients, both in person and by telephone. You will be expected to handle patient queries professionally, sensitively and efficiently, always maintaining a calm and courteous manner
- Liaise with hospitals, community service and other external NHS partners to support the timely exchange of information
Clinical System
- The practice uses EMIS Web as its clinical system
- You will use EMIS Web daily for data entry, call and recall management, appointment scheduling, performance recording and record management
- Full training will be provided
Working Environment
- Based primarily at Shadsworth Surgery with occasional requirement to work across other Cornerstone sites
- Daily use of VDU equipment in a busy environment
- Extended period of sitting at a screen with frequent interruptions from colleagues, clinicians and patients
- Occasional lifting of files, records and other materials may be required
Training and Development
- Carry out all duties in line with practice protocols, procedures and guidelines
- Participate in Continuous Professional Development and undertake appropriate training as agreed with your line manager
- Complete all mandatory training including Data Security and Protection, Safeguarding and any other requirements identified by the practice
General Duties
- Function as an effective and collaborative member of the wider practice team
- Act at all times within the boundaries of health and safety legislation, risk management and data protection law
- Work in accordance with the organisational values and Christian ethos of Cornerstone Practice and Healthcare - demonstrating service, dignity, compassion and integrity in everything you do
Additional Responsibilities
The employer may determine any additional duties that may be required from time to time, provided these do not exceed the level of responsibility for the graded of post. Flexibility and willingness to support the wider team is an important part of this role.
Person Specification
Experience
Essential
- Experience of working in a busy office or administrative environment
- Experience of data entry with a high level of accuracy and attention to detail
- Experience of managing a varied workload and prioritising tasks effectively under pressure
- Experience of handling sensitive or confidential information in line with data protection requirements
- Experience of communicating with members of the public, both face to face and by telephone
Desirable
- Previous experience of working in an NHS or primary care setting
- Experience of using EMIS Web or another NHS clinical system
- Experience of processing Subject Access Request or redacting medical records
- Experience of call and recall systems or long-term condition management administration
- Experience or working with clinical coding or inputting medical data
Knowledge and skills
Essential
- Good written and verbal communication skills with the ability to communicate clearly and professionally
- Strong organisational skills with the ability to prioritise a heavy and varied workload
- Ability to work ...
