• Job Description

  Req#: A2514-26-0002?language=en&page=420&sort=publicationDateDesc

  Job summary

  Permanent position for a document administrator working 24 hours per week worked over 3-4 day.

  We are seeking a highly organised and detail-oriented Document Management Administrator to join our clinical administration team. This role focuses on the accurate management, maintenance, and quality of patient medical records, ensuring clinical information is complete, up to date, and handled in a timely and confidential manner.

  Main duties of the job

  The post holder will play a key role in supporting patient care by summarising patient records, processing new patient registrations, managing insurance and medical report requests, and ensuring that all clinical documentation is correctly scanned, coded, and filed within the patient record.

  You will also be expected to undertake any other reasonable duties appropriate to the role to support the effective functioning of the practice.

  About us

  White Medical Group is a GP practice proving full range of GP services, enhanced services. We are a dispensing practice serving approximately 8,700 patients across our main site in Ponteland and branch surgery in Wylam.

  Details

  Date posted

  18 March 2026

  Pay scheme

  Other

  Salary

  Depending on experience

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  A2514-26-0002

  Job locations

  Ponteland Primary Care Centre

  Meadowfield

  Ponteland

  Newcastle upon Tyne

  NE20 9SD

  
  

  Job description

  Job responsibilities

  Key Responsibilities

  Patient Record Management

  • Summarise patient medical records accurately and efficiently in line with practice protocols.
  • Review and maintain patient records to ensure information is complete, current, and appropriately coded.
  • Ensure accurate allocation of documents to patient records and route them appropriately using the practices document workflow protocols.
  • Support data quality checks and audits to maintain high standards of clinical record keeping.

  New Patient Registrations

  • Process new patient registrations in line with NHS and practice policies.
  • Ensure all required documentation is received, scanned, coded, and attached to the correct patient record.
  • Summarise incoming medical records for newly registered patients within agreed timescales.
  • Liaise with patients where additional information is required to complete registrations.

  Document Handling & Clinical Information Management

  • Manage the receipt, scanning, indexing, and electronic filing of incoming clinical documents (e.g. letters, test results, discharge summaries).
  • Code relevant clinical information in line with practice protocols and clinical coding standards.
  • Process outgoing correspondence, including dictation typing or transcription of clinical notes, ensuring communications are sent securely and accurately.
  • Maintain organised electronic filing systems to support efficient access to patient information.

  Insurance and Medical Report Requests

  • Process insurance reports, medical summaries, and third-party medical information requests in line with practice policy.
  • Ensure appropriate consent is in place prior to releasing patient information.
  • Liaise with clinicians regarding report requests and ensure timely completion and dispatch.
  • Maintain accurate records of requests, payments (where applicable), and completed reports.

  Administrative Support

  • Maintain clear communication with clinical and administrative teams to ensure smooth information flow.
  • Respond to patient and provider queries relating to private insurance work and documentation in a professional and timely manner.
  • Support audits, data quality checks, and ongoing improvements in document and referral processes.
  • Carry out any additional duties as requested by the practice that are reasonable, appropriate, and aligned with the responsibilities of this role.

  Job description

  Job responsibilities

  Key Responsibilities

  Patient Record Management

  • Summarise patient medical records accurately and efficiently in line with practice protocols.
  • Review and maintain patient records to ensure information is complete, current, and appropriately coded.
  • Ensure accurate allocation of documents to patient records and route them appropriately using the practices document workflow protocols.
  • Support data quality checks and audits to maintain high standards of clinical record keeping.

  New Patient Registrations

  • Process new patient registrations in line with NHS and practice policies.
  • Ensure all required documentation is received, scanned, coded, and attached to the correct patient record.
  • Summarise incoming medical records for newly registered patients within agreed timescales.
  • Liaise with patients where additional information is required to complete registrations.

  Document Handling & Clinical Information Management

  • Manage the receipt, scanning, indexing, and electronic filing of incoming clinical documents (e.g. letters, test results, discharge summaries).
  • Code relevant clinical information in line with practice protocols and clinical coding standards.
  • Process outgoing correspondence, including dictation typing or transcription of clinical notes, ensuring communications are sent securely and accurately.
  • Maintain organised electronic filing systems to support efficient access to patient information.

  Insurance and Medical Report Requests

  • Process insurance reports, medical summaries, and third-party medical information requests in line with practice policy.
  • Ensure appropriate consent is in place prior to releasing patient information.
  • Liaise with clinicians regarding report requests and ensure timely completion and dispatch.
  • Maintain accurate records of requests, payments (where applicable), and completed reports.

  Administrative Support

  • Maintain clear communication with clinical and administrative teams to ensure smooth information flow.
  • Respond to patient and provider queries relating to private insurance work and documentation in a professional and timely manner.
  • Support audits, data quality checks, and ongoing improvements in document and referral processes.
  • Carry out any additional duties as requested by the practice that are reasonable, appropriate, and aligned with the responsibilities of this role.

  Person Specification

  Experience

  Essential

  • Experience in a healthcare administrative or clinical records role.
  • Experience using NHS clinical systems (e.g. EMIS).
  • Strong IT skills with excellent attention to detail.
  • Good understanding of medical terminology and clinical correspondence.
  • Experience of patient record summarising or willingness to undertake training.
  • Ability to prioritise workload, manage time effectively, and meet deadlines.
  • Understanding of confidentiality, data protection, and safeguarding requirements.
  • Excellent written and verbal communication skills.
  • Ability to work independently and as part of a team.

  Desirable

  • Experience working within a GP practice or primary care setting.
  • Familiarity with document management and clinical coding standards.
  • Experience processing insurance or third-party medical report requests.

  Qualifications

  Essential

  • Minimum of Grade C / Level 4 or above in GCSE Maths and English, or equivalent.

  Person Specification

  Experience

  Essential

  • Experience in a healthcare administrative or clinical records role.
  • Experience using NHS clinical systems (e.g. EMIS).
  • Strong IT skills with excellent attention to detail.
  • Good understanding of medical terminology and clinical correspondence.
  • Experience of patient record summarising or willingness to undertake training.
  • Ability to prioritise workload, manage time effectively, and meet deadlines.
  • Understanding of confidentiality, data protection, and safeguarding requirements.
  • Excellent written and verbal communication skills.
  • Ability to work independently and as part of a team.

  Desirable

  • Experience working within a GP practice or primary care setting.
  • Familiarity with document management and clinical coding standards.
  • Experience processing insurance or third-party medical report requests.

  Qualifications

  Essential

  • Minimum of Grade C / Level 4 or above in GCSE Maths and English, or equivalent.

  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

  White Medical Group

  Address

  Ponteland Primary Care Centre

  Meadowfield

  Ponteland

  Newcastle upon Tyne

  NE20 9SD

  
  

  Employer's website

  https://whitemedicalgroup.gpsurgery.net (Opens in a new tab)

  Employer details

  Employer name

  White Medical Group

  Address

  Ponteland Primary Care Centre

  Meadowfield

  Ponteland

  Newcastle upon Tyne

  NE20 9SD

  
  

  Employer's website

  https://whitemedicalgroup.gpsurgery.net (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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