Medical Reports & Records Administrator

• Receive and process Subject Access Requests from patients and authorised third parties.
• Manage requests from solicitors for copies of medical records and clinical notes.
• Ensure requests are appropriately authorised and that the correct patient record is identified.
• Prepare records for release, including liaising with GPs where clinical input or review is required.
• Ensure information is provided securely and in accordance with practice procedures.
• Maintain accurate records of requests, correspondence, fees and completion dates.
• Monitor deadlines and follow up outstanding requests.

• Process requests for insurance reports, medical reports and other third-party reports.
• Liaise with patients and external organisations regarding requests, fees and timescales.
• Forward reports to the appropriate GP with all relevant information and supporting documentation.
• Liaise with GPs regarding outstanding reports and provide appropriate reminders.
• Check completed reports for administrative accuracy before returning them to the requesting organisation.
• Maintain a clear audit trail of all reports and correspondence.

• Receive and process Subject Access Requests from patients and authorised third parties.
• Manage requests from solicitors for copies of medical records and clinical notes.
• Ensure requests are appropriately authorised and that the correct patient record is identified.
• Prepare records for release, including liaising with GPs where clinical input or review is required.
• Ensure information is provided securely and in accordance with practice procedures.
• Maintain accurate records of requests, correspondence, fees and completion dates.
• Monitor deadlines and follow up outstanding requests.

• Process requests for insurance reports, medical reports and other third-party reports.
• Liaise with patients and external organisations regarding requests, fees and timescales.
• Forward reports to the appropriate GP with all relevant information and supporting documentation.
• Liaise with GPs regarding outstanding reports and provide appropriate reminders.
• Check completed reports for administrative accuracy before returning them to the requesting organisation.
• Maintain a clear audit trail of all reports and correspondence.

• Manage Capita PIP requests received by the practice.
• Process Universal Credit and other benefit-related requests.
• Liaise with patients where additional information or clarification is required.
• Coordinate requests with the appropriate GP and ensure responses are completed and returned within the required timescales.
• Maintain records of completed and outstanding requests.

• Act as a point of contact for patients regarding medical records and report requests.
• Explain practice procedures, fees and expected timescales clearly and professionally.
• Communicate with solicitors, insurance companies, Capita and other organisations as required.
• Deal with queries sensitively, particularly where requests involve complex or confidential information.
• Escalate clinical or contentious queries to the appropriate GP or Practice Manager.

• Maintain accurate electronic and paper records relating to all requests.
• Ensure confidential information is stored, handled and transmitted securely.
• Monitor workload and prioritise requests according to urgency and required timescales.
• Maintain appropriate filing and tracking systems.
• Contribute to the development and improvement of the practice's processes for managing reports and records requests.
• Undertake other administrative duties appropriate to the role as required by the Practice Manager.

Essential

• Excellent organisational and administrative skills
• High level of accuracy and attention to detail
• Ability to manage competing priorities and deadlines
• Excellent written and verbal communication skills
• Ability to communicate confidently with patients GPs and external organisations
• Ability to work independently and use initiative
• Ability to handle confidential and sensitive information appropriately
• Good IT skills including Microsoft Office
• Professional, reliable and approachable manner

Desirable

• Previous experience working in general practice or another healthcare setting
• Experience of handling Subject Access Requests
• Experience of medical records administration
• Experience of processing medical insurance or solicitor reports
• Knowledge of NHS information governance and confidentiality requirements
• Experience using EMIS or another GP clinical system