The Apprentice Medical Records & Admin Coordinator

The Apprentice Medical Records & Admin Coordinator is the digital backbone of the GP surgery. In this role, you will manage patient records, clinical coding, and specialist referrals while ensuring strict GDPR data compliance. It bridges the gap between doctors, patients, and hospitals to keep the entire practice running smoothly.

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

• Provide general administrative support to the healthcare team
• Open, sort, scan, and match incoming mail (electronic and paper) to patient records
• Maintain accurate, organised filing systems for both electronic and physical records
• Perform clinical coding of patient correspondence to ensure accurate health records
• Generate and manage patient referrals via the ERS system
• Liaise with hospitals regarding patient care queries and referral status
• Handle deductions when patients leave
• Prepare and send letters and electronic communications to patients
• Compile reports and respond to Subject Access Requests in line with GDPR
• Review and code clinical data in line with practice protocols
• Respond to coding queries and assist with related tasks
• Use practice IT systems to manage patient records
• Oversee private work, including issuing of invoices

Where you'll work

THE RODDICK BUILDING
900 CHESTERFIELD ROAD
SHEFFIELD
SOUTH YORKSHIRE
S8 0SH

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

SHEFFIELD CITY COUNCIL

Training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.