Planned Care Team Administrator

**1. JOB DETAILS**

**Job title: Planned Care Team Administrator**

**Accountable to: Operational Service Manager**

**Location: Workington GP Practice**

**2. JOB SUMMARY**

Workington GP Practice have an exciting opportunity for enthusiastic individual with a can do attitude and friendly and cheerful disposition to work within the Planned Care Team.

The post holder will assist in the administration of all planned care, recalls, with a particular focus on chronic disease management, medicines safety, and the attainment of practice targets. They will provide high quality clinical administrative support to the clinicians and management team and ensure that priorities, deadlines, and targets and met effectively and efficiently.

The post holder will be able to multi-task and work under pressure to ensure priorities, deadlines, and targets are met effectively and efficiently.

All staff are expected to work within NCPC Values:
We Care We are a Team We Work Hard to Improve

**3. ROLE OF DEPARTMENT**

The **planned care team**play a crucial role in the practice. Their primary aim is to ensure that patients with chronic diseases such as diabetes, asthma, COPD, hypertension, and heart disease receive **regular, timely reviews by**scheduling review appointments with the appropriate healthcare professional (e.g., Nurse, GP, HCA), ensuring appointments align with required monitoring or testing (e.g., blood tests, spirometry).

**4. ORGANISATIONAL CHART**

Locality Lead

Operational Service Manager

Planned Care Team Administrator

**5. KEY WORKING RELATIONSHIPS**

Working closely with all staff groups across the town to include GPs, nursing and HCA staff, reception staff, and the management team.

**6. DUTIES AND RESPONSIBILITIES OF THE POST**

Duties will include, but are not limited to:

- Coordinate the annual review process by maintaining and managing the call and recall list. Send invitations and reminders to patients via appropriate communication channels. Contact patients by phone to schedule annual review appointments and respond to incoming calls for bookings.
- To provide and maintain the information required for the practice quality outcome framework (QOF), Enhanced Services and other targets. This will include checking data as necessary and liaising with the practice teams to improve performance
- **Managing recall and call and chase systems (Chronic disease management, Cytology, NHS Health Checks)**:

- Assist in producing information for clinical audit, screening, and chronic disease management in order to optimise recall and review process
- **Support the correct use of templates, coding, and recording**:

- Ensure that appropriate correspondence, reports, results etc., are recorded, actioned and stored in accordance with the Data Protection Act 2018
- Support seasonal and various health campaigns to increase patient uptake
- Ensure that accurate performance data is available to aid decision making
- Monitor locality performance against national and local targets
- Liaise with Reception, Admin, and clinical teams to ensure effective care is delivered
- Ensure timely and accurate handling of messages/tasks, ensuring all unresolved or urgent matters are prioritised
- The post holder has access to confidential patient information and will, therefore need to have a working knowledge and adhere to all aspects of information governance, data protection and confidentiality policies. Ensure that patient confidentiality is maintained at all times
- To ensure ongoing compliance with the CQC’s (Care Quality Commission) essential standards of quality and safety
- To comply with all relevant Health and Safety regulations and policy
- To comply with and actively promote NCPC’s Equality and Diversity Policy
- To support sustainability practices and recognise the shared responsibility of carrying out duties in a resource efficient way
- To undertake any other duties as appropriate

**7. INDIVIDUAL RESPONSIBILITIES**

The post holder is expected to:

- Adhere to NCPC policies and procedures and relevant legislation including the requirements of the any professional bodies
- Attend mandatory training as identified by the organisation.
- Adhere to NCPC infection prevention policies, procedures, audits in line with the Health Act 2006, to actively reduce Health Care Associated Infections

**8. CONFIDENTIALITY**

While 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 a