Practice AdministratorNHS

Job summary

We are looking for an organised, motivated and proactive individual to join The Wapping Group Practice and take the lead in managing our QOF, LES and patient recall systems.

This is a temporary maternity cover position, with a fixed-term contract of at least 13 months.Flexible working hours: 25 to 37.5 hours per week.

This is an important role within our practice, ensuring patients receive the care they need while helping us achieve our clinical and contractual targets. You will work closely with our clinical, administrative and PCN teams to coordinate recalls, monitor performance, improve processes and ensure accurate clinical coding.

We offer a friendly and supportive working environment where you will have the opportunity to take ownership of your work, develop your skills and make a real difference to patient care and practice performance.

We will provide the necessary training and support to help you succeed in this role, so you do not need to have experience in every aspect of the job. We are looking for someone who is willing to learn, takes initiative and is committed to delivering high-quality work.

Main duties of the job

The successful candidate will be responsible for overseeing the practice's QOF, LES and patient recall systems, ensuring patients are contacted, booked and followed up appropriately.

The role involves monitoring performance against clinical targets, coordinating recall activities with the administrative and PCN teams, managing appointment availability and ensuring accurate clinical coding on EMIS.

You will also oversee childhood immunisation and cervical screening recalls, identify areas for improvement and work closely with the clinical team to maximise practice performance.

Job description

Key Responsibilities

QOF, LES and Target Management

• Manage and coordinate all QOF, LES and other contractual recall activities to ensure the practice achieves maximum performance against targets.
• Monitor QOF and LES dashboards regularly, identifying areas where performance needs improvement.
• Take responsibility for managing all targets comprehensively, ensuring patients are recalled, booked and appropriately coded.
• Regularly update EMIS searches and review performance dashboards to identify outstanding work and missed opportunities.
• Work closely with the clinical and administrative teams to ensure all targets are achieved within the required deadlines.

Patient Recall Management

• Manage the practice's recall system from start to finish, ensuring eligible patients are identified, contacted, booked and followed up.
• Generate, distribute and monitor recall lists, ensuring work is completed accurately and on time.
• Allocate recall lists to PCN recall staff, monitor their progress and follow up on outstanding tasks.
• Ensure patients who do not respond to initial recall attempts are followed up appropriately.
• Send validation letters to patients who have not responded after repeated contact attempts, in line with practice protocols.
• Ensure accurate records are maintained of all recall attempts, patient responses and outcomes.

Clinical Appointment Management

• Review and adjust clinical appointment sessions on EMIS, adding or removing appointment slots where necessary to support QOF and LES recall activities.
• Ensure sufficient clinical appointments are available for patients requiring reviews, monitoring, vaccinations and other target-related activities.
• Liaise with clinicians and the management team to plan appointment capacity according to recall demand and outstanding targets.

Clinical Coding and Data Quality

• Ensure all QOF and LES activities are accurately coded on EMIS to support correct reporting and achievement.
• Identify missing or incorrect clinical codes and liaise with the relevant clinicians to resolve any issues.
• Provide training and guidance to administrative and recall staff on correct clinical coding procedures.
• Keep staff updated on changes to QOF, LES and other relevant coding requirements.
• Carry out regular data quality checks to ensure completed clinical activities are correctly recorded and reflected in performance reports.

Childhood Immunisations and Cervical Screening

• Manage childhood immunisation recalls and targets, ensuring eligible children are identified, contacted and followed up.
• Monitor childhood immunisation performance and work with the clinical team to improve uptake and achieve contractual targets.
• Manage cervical screening recalls comprehensively, ensuring eligible patients are invited, booked and appropriately followed up.
• Monitor cervical screening uptake and identify patients who are overdue or have not responded to invitations.
• Ensure cervical screening records are accurately maintained, including coding of colposcopy correspondence and relevant clinical outcomes.
• Ensure cervical screening referral information is correctly recorded and processed through CSMS where required.
• Work closely with the clinical team to resolve coding discrepancies and ensure screening activity is accurately reflected in EMIS and performance dashboards.

Staff Coordination and Training

• Coordinate the work of PCN recall staff by allocating tasks, setting priorities and monitoring progress.
• Provide regular feedback and guidance to ensure recall activities are completed efficiently.
• Train staff on recall procedures, EMIS searches, clinical coding and changes to contractual requirements.
• Maintain effective communication between clinical, administrative and PCN teams to ensure a coordinated approach to achieving practice targets.
• Identify areas for improvement and implement changes to strengthen recall processes and overall performance.

Performance Monitoring and Reporting

• Regularly review QOF, LES, childhood immunisation and cervical screening performance.
• Identify gaps in achievement and take proactive steps to improve performance before contractual deadlines.
• Provide regular progress updates to the Practice Manager, highlighting outstanding targets, risks and areas requiring additional support.
• Ensure the practice maximises appropriate contractual achievement and income through effective recall management, accurate coding and timely completion of clinical activities.

About us

The Wapping Group Practice is a busy and friendly GP surgery located in the heart of Wapping, East London, just a two-minute walk from Wapping Overground Station. We provide NHS primary care services to approximately 11,000 patients.

We have a supportive and experienced team of GPs, nurses, pharmacists, healthcare assistants and administrative staff who work closely together to provide high-quality patient care.

We are also a training practice, currently supporting trainee nurses, GP registrars and medical students. We are passionate about learning and development and take pride in helping the next generation of healthcare professionals gain valuable experience.