Recalls Administrator

We are looking for a Recalls Administrator to work 25 hours a week over four days, excluding Thursday.

The role will require excellent organisational and problem‑solving skills, the ability to work independently and manage their own workload. The candidate must have a good working knowledge of MS Office packages such as Word, Excel, Teams and Outlook, alongside excellent written, face‑to‑face and telephone communication skills.

The successful candidate will work closely with clinicians, the Practice Manager and other members of the practice team to maintain the systems needed to meet the requirements of modern general practice.

Main duties of the job

This position requires a high level of attention to detail and the ability to work independently. As a Recalls Administrator, you will play a crucial role in reporting, auditing and maintaining accurate and up‑to‑date records for the practice, along with administration of patient recalls for key conditions.

Job responsibilities

Submission of Data to Support Financial Claims

• Undertake monthly and quarterly searches relating to Enhanced Services and submit data via the relevant portal to ensure the practice is paid for the work it is carrying out in these areas.
• Undertake monthly and quarterly searches relating to contractual requirements and submit resulting data to ensure the practice is paid in a timely manner.
• Submit the figures to the Practice Manager each month/quarter to support the reconciliation of financial accounts.

Data Quality and Maintenance of Patient Records

• Review data entry and ensure templates and protocols are updated as required.
• Ensure records are updated with appropriate READ/SNOMED codes from hospital letters, reports and other sources of information.
• Maintain external communications scheduling and links such as clinical EDI for laboratory reports, out of hours reports, patient registration and GP2GP.
• Set up systems for validation of patient information, performing regular checks and quality audits.

Information Governance

• Process all patient requests for the NHS App to link to their online electronic health record.
• Process all prospective full record access requests as per practice protocols.
• Ensure medical records are held securely within the practice and data is held in line with the NHS Code of Practice for Records Management, the RCGP Good Practice Guidelines for electronic records, UK GDPR Regulation, Caldicott Principles and Freedom of Information Act.
• Report and investigate any suspected breach of IT security to the Practice Manager.
• Agree action and/or change of policy/procedures as a result of findings with the Practice Manager and Information Governance lead GP.
• Ensure the Data Protection Toolkit is submitted annually and all associated actions are completed in a timely manner.
• Ensure practice Information Governance Policy and procedures are regularly reviewed, updated and communicated to all staff.

Practice Administrator for Clinical System

• Oversee security and validation processes for the IT system ensuring system access controls are in place for all new and existing staff.
• Provide advice and support for current and new practice staff in the use of IT software.
• Provide training for new staff in data quality standards.
• Ensure procedures for entering data into patients' medical records produce accurately summarised records and that all patient records are correctly updated when needed.
• Resolve simple printer, PC and software problems, troubleshooting IT problems and identify solutions; raise support tickets to Delt helpdesk where appropriate.
• Be proactive in the development of new IT initiatives beneficial to the practice.
• Act as the key liaison/co‑ordinator for IT developments within the practice (e.g. assessing the impact of and planning deployment of key system upgrades), which may involve working outside normal surgery hours for which overtime payment will be given.
• Adhere to the practice's protocols on data security.

Summarisation of Clinical Notes

• Summarise patient notes and process GP2GP, reviewing medical records and producing an accurate summary of the patient's medical history.

Administration of LTC Recall System

• Responsible for the implementation and coordination of the LTC month of birth recall system.
• Responsible for the medication recalls for shared care medications.

Clinical Audit

• Assist in the production of information for clinical audit as requested. Support the following processes required to achieve the standards for QOF, Enhanced services, Prescribing audits and any other initiatives requested by the Partners or Practice Manager.
• Support clinical audit and assist staff in clinical searches together with the collation and interpretation of patient data.
• Ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.

Qualifications

• GCSE Grade A to C in English and Maths
• Proficient in the use of Excel spreadsheets
• European Computer Driving Licence or equivalent
• Medical terminology
• Experience of training others on an individual basis or a small team

Qualities / Attributes

• An eye for detail / data quality focused and thorough
• Logic and problem solving
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi‑skilled team

Experience

• Excellent computer and keyboard skills
• Excellent telephone manner
• Experience of Primary Care desirable
• SystmOne Clinical System desirable, but training will be given.
• Experience of training on an individual basis or a small team

Benefits

We offer excellent terms and conditions of employment, 6.6 working weeks holiday inclusive of bank holidays pro rata, membership of the NHS pension scheme with a 23.78% employer contribution, refreshments available throughout the day, and a uniform. You will also have access to the Blue Light card which offers numerous discounts to help with the day‑to‑day cost of living.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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