Practice Administrator

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.