Recalls Administrator

We are a large GP Practice in Oxford, with approximately 25,000 patients, looking to recruit an enthusiastic Recalls Administrator to join our team. We operate across two sites, the Manor Surgery in Headington and Kennington Health Centre, this position is based at Kennington Health Centre.

We are a modern, friendly practice, with patient care at the heart of all we do. We are looking for someone with excellent IT and communication skills and a commitment to working as part of a strong and effective team. The role is pivotal to improving the system for recalling patients with a chronic disease, so requires motivation and passion to develop and deliver an excellent service.

This is a busy and demanding role that requires flexibility and the ability to think on your feet. We are looking for a team player who will thrive in a high-pressure environment. You should be reliable, have good time keeping skills and a strong work ethic.

**Job Title: Recalls Administrator**

**Responsible to: Operations Manager (KHC and Contracts)**

**Accountable to: Practice Manager**

**Job Summary**:
The post holder will work within a supportive administrative team to coordinate the recall of patients with a chronic disease. You will be required to carry out searches, audits, and recalls as required by the practice to support maximal achievement in QOF and other practice targets.

**Key Responsibilities**:

- Provide a holistic recall service for patients with Long Term Conditions and/or patients who are on prescribed medications.
- Be responsible for the monitoring and co-ordination of the Manor Group Long Term Conditions patient recall system, ensuring that patients with Long Term Conditions are monitored and called in for review in line with Practice policy.
- Be aware of national, local and practice quality standards for chronic disease management.
- Conduct searches on the clinical system to identify patients needing medication review and/or investigations.
- Review patient notes, organise appropriate tests and appointments in readiness for Long Term Conditions and medication reviews.
- Work holistically for each patient to ensure that they are called in a minimum number of times for any tests required that relate to all of their conditions and medications.
- Make appointments with patients, explain appointment processes, notify patients of results of tests/investigations, and ensure they receive any appropriate information prior to their appointment.
- Ensure patients are followed up and reminded of the needed review and/or investigation.
- Enter all correspondence on to the Practice clinical system using read codes where appropriate and log all invites.
- Establish and maintain spread sheets and databases so that information is logged, easily accessible and secure.
- Perform regular searches on drugs requiring monitoring in order to minimise the risk of adverse effects.
- Working closely with the Pharmacist and Pharmacy technician, act upon any relevant prescribing changes as instructed to assist with QOF compliance and prescribing targets.
- Support with the implementation of changes to medicines that result from MHRA alerts, product withdrawal, product shortages and other local and national guidance.
- Assist with the gathering of statistics and information when required, being able to conduct searches.
- Oversee the NHS Health check recalls process, monitoring uploads and follow up non-attenders.
- Oversee the influenza recalls and appointment system, ensuring patients receive appropriate invitations.
- Work with the Cancer Care Coordinator to monitor cancer screening DNAs and take appropriate follow up actions, if required.
- Ensure that patients with a learning disability receive an annual health check.
- Assist in the production of information for clinical audit as requested by clinicians and the contracts lead.
- Provide other general administration services as a member of the Administration team.

**Other requirements of the post-holder**:
**Confidentiality**
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

**Health & Safety**