Document Management Administrator

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

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

Main duties of the job

The post holder will play a key role insupporting patient care by summarising patient records, processing new patientregistrations, managing insurance and medical report requests, and ensuringthat all clinical documentation is correctly scanned, coded, and filed withinthe patient record.

You will also be expected to undertakeany other reasonable duties appropriate to the role to support the effectivefunctioning of the practice.

About us

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

Job responsibilities

Key Responsibilities

• 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

• 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.
• 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

• 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.