Records Management Administrator

Overview

We are a large, friendly practice based in Reading looking to recruit a Medical Records Administrator to join our busy team. Applicants need to demonstrate a professional, flexible, and friendly manner. As well as being organised, applicants should have experience of the necessary computer skills and medical terminology required for coding clinical and non-clinical letters onto the patient record. Experience of processing Subject Access Requests (SARs) and management of patient record and reporting systems is essential.

The applicant should also be familiar with using EMIS Clinical Systems.

• Process new patient registrations
• Manage new patient registration queries raised during the registration process (liaising with the registration team and patient as required)
• Ensure the registration query tracker is up to date and accessible to the team
• Process patient deductions and ensuring swift transfer of patient notes to PCSE
• Ensure the medical records booking in/out tracker is maintained and up to date and accessible to the team
• Summarise new patient records
• Clinical coding of patient information
• Patient Access to Medical Records
• Process Subject Access Requests (SAR) within the agreed time frames
• Manage on-line access for patients, ensuring appropriate consent is adhered to
• Ensure policy and process is inline with Local and National Guidance and notifying the SMT of any policy changes required
• Other Responsibilities
• Assist with non-NHS contracted administrative work (solicitor or insurance reports etc)
• Develop EMIS clinical searches to assist team members with audits and data collection
• Smartcard Administrator to resolve ad-hoc issues relating to system access
• Ensure robust reporting systems are in place, including workflow tracking, reporting of complaints and incidents
• Must also escalate any workload or backlog issues

We are a large practice serving a population of 20,500 across 3 sites in South & East Reading. Our clinical team is made up of GPs, Nurse Practitioners, Paramedic Practitioners, Physician Associates and Clinical Pharmacists. This clinical team is supported by a large team of administration staff who are responsible for all aspects of the patient services journey.

Hours minimum of 30 hours per week to be worked in line with the needs of the Business (full time hours, up to 40 hours per week can also be offered)

Salary £21,840 - £23,300 depending on experience (pro rata)

Reporting to Reception Manager

Final date to receive applications 20/02/2026

This position is being advertised both internally and externally.

About us:

We are a large, friendly practice based in Reading looking to recruit a Medical Records Administrator to join our busy team. Applicants need to demonstrate a professional, flexible, and friendly manner. As well as being organised, applicants should have experience of the necessary computer skills and medical terminology required for coding clinical and non-clinical letters onto the patient record. Experience of processing Subject Access Requests (SARs) and management of patient record and reporting systems is essential.

The applicant should also be familiar with using EMIS Clinical Systems.

Processing new patient registrations

Managing new patient registration queries raised during the registration process (liaising with the registration team and patient as required)

Ensuring the registration query tracker is up to date and accessible to the team

Processing patient deductions and ensuring swift transfer of patient notes to PCSE

Ensuring the medical records booking in/out tracker is maintained and up to date and accessible to the team

Summarising new patient records

Clinical coding of patient information

Patient Access to Medical Records

Processing Subject Access Requests (SAR) within the agreed time frames

Managing on-line access for patients, ensuring appropriate consent is adhered to

Ensuring policy and process is inline with Local and National Guidance and notifying the SMT of any policy changes required

Other Responsibilities

Assisting with non-NHS contracted administrative work (solicitor or insurance reports etc)

Developing EMIS clinical…