Medical Notes Coordinator
| Company: | NHS Jobs |
|---|---|
| Salary: | £10.85 - £12.71 |
| Hours: | Full-time |
| Location: | Retford, DN22 6FB |
| Job type: | Contract |
| Posting date: | 27 Jul 2026 |
| Closing date: | 10 Aug 2026 |
Summary
Riverside Health PartnershipJob DescriptionJob Title Medical Notes Coordinator Department Administration Location All Sites Reporting To Practice Admin Manager Purpose and Objectives of the Role The Medical Notes Coordinator is responsible for the safe and efficient management of patient records and incoming clinical correspondence, ensuring the accurate processing of information to support patient care. The role ensures that all documentation is managed in accordance with NHS policies, information governance requirements and practice procedures. Main Duties and ResponsibilitiesIncoming Post Receive, open and sort all incoming post. Identify urgent clinical correspondence and prioritise appropriately. Distribute correspondence to the relevant clinicians or departments. Ensure all post is processed within agreed timescales. Document Scanning Prepare documents for scanning. Scan patient documentation accurately onto the clinical system. Verify scanned documents for quality and completeness. Attach documents to the correct patient record. Follow practice protocols for document management and confidentiality. Deductions Patient Record Transfers Process patient deductions in line with NHS guidance. Prepare paper records for transfer where applicable. Ensure records are dispatched securely within required timescales. Maintain an audit trail of all deductions processed. New Notes Verification Receive and check newly received patient records. Verify patient demographics and record accuracy. Ensure records have been correctly matched to the appropriate patient. Highlight any discrepancies or safeguarding information to the appropriate clinician. Process records in accordance with practice procedures. Lloyd George Record Management Retrieve and file Lloyd George records accurately. Maintain an organised filing system. Ensure records are securely stored and easily retrievable. Support record archiving in accordance with NHS retention schedules. Filing and Record Management File documentation accurately within patient records. Maintain paper filing systems where required. Locate records promptly when requested. Maintain the confidentiality and security of patient information at all times. Record Links Create and maintain family and safeguarding links on the clinical system in accordance with practice protocols. Verify that links are accurate and update them where necessary. Escalate discrepancies or concerns to the Safeguarding Team. Information Governance Maintain strict confidentiality of patient information. Comply with UK GDPR, the Data Protection Act 2018 and NHS Information Governance requirements. Report any information governance incidents promptly and in accordance with practice procedures. General Administrative Duties Work collaboratively with clinicians and administrative colleagues. Assist with departmental workload during periods of absence or increased demand. Participate in practice meetings and mandatory training. Undertake a variety of administrative tasks outside the core responsibilities of the role when requested by the Practice Admin Manager or Practice Management Team. Be willing to learn and provide cross-cover for other administrative functions to support the needs of the practice. Participate in continuous professional development. Undertake any other duties appropriate to the role and grade. Person SpecificationEssential Criteria Good standard of education, including English and Maths. Excellent organisational skills. High level of accuracy and attention to detail. Good IT skills. Ability to manage confidential information appropriately. Ability to prioritise workload and meet deadlines. Good communication skills. Ability to work independently and as part of a team. Desirable Criteria Previous experience within General Practice or the NHS. Experience using SystmOne. Knowledge of NHS medical records procedures. Understanding of Information Governance and GDPR. Knowledge of Lloyd George record management. Experience of document scanning and electronic document management. Key Skills Organisation Accuracy Confidentiality Time management Team working Communication Problem solving Computer literacy Record management Attention to detail Accountability Reports to: Practice Admin Manager Works closely with: All areas of the Administration Team Clinical staff The Practice Management Team The Safeguarding Team, where appropriate Confidentiality In the course of seeking treatment, patients entrust the Practice with, or allow us to gather, sensitive information relating to their health and other matters. Patients do so in confidence and have the right to expect that all staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information, from any source, must be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health and Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy. This includes: Using personal security systems within the workplace according to Practice guidelines. Identifying 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, safe and hazard-free condition. Reporting potential risks identified. Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues by: Acting in a way that recognises the importance of peoples rights and interpreting them in a manner consistent with Practice procedures, policies and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving in a welcoming, non-judgemental manner that respects individuals circumstances, feelings, priorities and rights. Personal and Professional Development The post-holder will participate in any training programme implemented by the Practice as part of their employment. This includes: Participating in an annual individual performance review and taking responsibility for maintaining a record of personal and/or professional development. Taking responsibility for their own development, learning and performance. Demonstrating skills and activities to others undertaking similar work where appropriate. Completing all mandatory training relevant to the role. Quality The post-holder will strive to maintain quality within the Practice and will: Alert other team members to issues of quality and risk. Assess their own performance and take accountability for their actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on individual and team activities. Make suggestions to improve and enhance team performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage their own time, workload and resources. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers where appropriate. 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 policies, standards and guidelines affect their own work. Participate in audit where appropriate. Contribute to the ongoing review and improvement of processes and services. Special Requirements Confidentiality must be maintained at all times. Flexible working will be required to meet the needs of the Practice. The post-holder may be required to undertake other duties appropriate to the role and grade.