Medical Administrator

Job summary

Oakwood Lane Medical Practice is delighted to offer an opportunity for a dedicated Medical Administrator to join our friendly, forward thinking team. We care for a diverse population of over 14,000 patients and pride ourselves on delivering high quality, patient centred healthcare.

We are looking for an enthusiastic, organised and proactive administrator who is passionate about supporting excellent patient care. You will play a key role in ensuring patients receive the right care at the right time, contributing to the smooth and efficient running of the practice.

Join us and become part of a supportive, inclusive and dynamic team committed to delivering outstanding healthcare.

Main duties of the job

Document and Record Management

Process, scan and code incoming clinical correspondence.

Assign documents to the correct clinician or administrative team promptly and accurately.

Identify and escalate urgent or clinically significant information.

Liaise with clinicians to clarify documentation queries and ensure appropriate action.

Maintain accurate patient records using workflow systems.

Process incoming and outgoing patient records.

Referral Administration

Complete and submit patient referrals to specialists and external providers, ensuring all documentation is accurate and complete.

Take ownership of referrals from initiation to completion, including monitoring rejections and responses.

Provide clear information to patients regarding referral pathways and progress.

Ensure all referral communications are documented and filed appropriately.

Insurance and Third Party Requests

Manage insurance forms, medical reports and third party documentation with accuracy and compliance.

Support patients and staff with queries relating to access to medical records and permissions.

General Administrative Support

Provide flexible administrative cover across departments as required.

Support statutory and contractual practice obligations.

Assist with ad-hoc administrative tasks to ensure smooth day to day operations.

Work collaboratively with colleagues and contribute to continuous improvement initiatives.

About us

We are a creative, energetic and innovative practice with strong links across the wider health and social care system. As an active member of our Primary Care Network, we work collaboratively to improve patient outcomes.

Our team operates from a large, modern, purpose built medical centre with free parking in the LS8 area of Leeds. We are proud of our inclusive culture and diverse workforce.

Our clinical team includes:

• 12 GPs
• 3 Nurses
• 2 Healthcare Assistants
• A Phlebotomist
• A Pharmacy Technician
• A Mental Health Practitioner

They are supported by a talented administrative and reception team led by two Reception Supervisors, an Operations Manager, a Practice Manager and a Business Manager.

We welcome informal visits and conversations if you would like to meet the team and see our working environment.

Details

• Date posted: 04 September 2026
• Pay scheme: Other
• Salary: Depending on experience £12.86 - £13.77 per hour
• Contract: Permanent
• Working pattern: Part-time
• Reference number: A1168-26-0008
• Job locations: 2 Amberton Terrace, Gipton, Leeds, West Yorkshire, LS8 3BZ, United Kingdom

Job responsibilities

• Process, scan and code incoming clinical correspondence including hospital letters, discharge summaries, ambulance notifications and out of hours reports.
• Review correspondence and ensure documents are attached to the correct patient record.
• Code or free text clinical information on to the patient record.
• Assign documents to the appropriate clinician or administrative team promptly and accurately.
• Identify urgent, abnormal or clinically significant information and escalate in accordance with practice procedures.
• Liaise with clinical staff to clarify documentation queries and ensure appropriate actions are completed.
• Maintain accurate patient records using practice workflow and clinical systems.
• Process incoming and outgoing patient records in accordance with NHS and practice procedures, ensuring records are transferred, received and managed accurately and securely.
• Monitor workflow queues to ensure correspondence is processed within agreed timescales.
• Deal with queries relating to correspondence management and document processing.
• Complete and submit referrals to secondary care, community services and external providers, ensuring all supporting documentation is accurate and complete.
• Take ownership of referrals from initiation through to completion.
• Monitor referral progress, including rejected referrals, requests for further information and provider responses.
• Liaise with clinicians to obtain information required to support referrals.
• Provide patients with information regarding referral pathways, appointments and progress where appropriate.
• Ensure all referral activity, communications and outcomes are accurately documented and filed within the patient record.
• Support the practice in achieving referral processing targets and standards.
• Manage insurance reports, medical reports and third-party documentation requests in accordance with practice procedures and relevant legislation.
• Ensure documentation is completed accurately and within agreed timescales.
• Support patients and staff with queries relating to access to medical records, consent and permissions.
• Maintain accurate records of requests, actions and outcomes.
• Escalate complex or sensitive requests to the appropriate manager or clinician.

Statutory and Contractual Support

• Support the management of requests for information, reports and returns relating to the practice's statutory and contractual obligations.
• Assist with administrative processes required to support regulatory, contractual and operational requirements.
• Undertake any other reasonable duties requested by the management team in support of the practice's business operations.