GP Surgery Clinical admin and Recall coordinator

Job description

Job responsibilities

Scope of Responsibility

Line management: None.

Daytoday coordination: Responsible for coordinating recall tasks across the admin and reception team, ensuring templates are used correctly, worklists are completed on time, and issues are escalated to the Practice Manager.

Key Responsibilities

A. Call, Recall Coordination

Run and maintain EMIS searches and protocols for LTC reviews e.g. diabetes, COPD, asthma, hypertension, cervical screening, childhood immunisations and other QOF, IES requirements and population health management.

Build patient cohorts from EMIS and keep recall lists accurate; record outcomes and exception coding in line with guidance.

Generate and send invitations via Accurx, letters and telephone calls; schedule followups using an agreed cadence, e.g. 0, 2 and 6 weeks.

Maintain a simple dashboard of uptake, DNAs and outstanding tasks; provide monthly reports to the Practice Manager, Operations Lead.

Coordinate admin support for recall clinics, including appointment templates, clinician slots and patient preparation materials.

Liaise with clinical leads to resolve coding issues, results chasing and pathway queries.

B. Administrative Support

Process and code documents in Docman, allocate workflow appropriately and within agreed turnaround times as required

Complete actions from shared inboxes, patient registrations and demographic changes; ensure data quality standards are met.

Prepare standard letters, forms and reports; handle SAR/medical record requests in line with policy, admin elements only.

Scan and index incoming post, maintain accurate electronic records that meet IG requirements.

Support repeat prescription administrative tasks, nonclinical, according to practice protocol.

C. Medical Secretarial Cover, as required

Type and process referral letters, complete eRS bookings and track outcomes.

Prepare investigation requests on approved systems, e.g. TQuest, as directed by clinicians.

Chase hospital appointments, clinic letters and results, escalate delays or issues to the clinical team.

Assist with completion and tracking of thirdparty reports, e.g. insurance, within policy and timelines.

D. Reception Cover (ad hoc)

Cover triage administrative function supporting the workflow or medical and administrative request via Accurx alongside a clinician.

Provide courteous frontofhouse and telephony support during peaks or staff absence.

Book, amend and signpost appointments according to practice protocols and safeguarding guidance.

Handle routine patient queries and escalate complex issues appropriately.

E. Data Quality & Reporting

Maintain accurate coding for recall outcomes and exceptions, run validation reports to identify errors.

Produce simple monthly KPI summaries covering recall uptake and outstanding actions.

Contribute to audits and QI projects related to access, demand and recall performance.

Person Specification

Experience

Essential

• Strong administrative skills with excellent attention to detail and organisation.
• Clear written and verbal communication, confident telephone manner.
• Ability to prioritise, follow protocols and meet deadlines in a busy environment.
• Proficient IT user with experience of Microsoft Office and willingness to learn clinical systems.
• Understanding of confidentiality, information governance and safeguarding responsibilities.

Desirable

• Experience in primary care administration, reception or medical secretarial work.
• Working knowledge of EMIS Web, Accurx, Docman, eRS and TQuest.
• Experience running searches, recalls and basic reporting in EMIS.

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.

Employer details

Employer name

Mayfield Surgery

Address

Mayfield Surgery

246 Roehampton Lane

London

SW15 4AA

Employer's website

https://www.mayfieldsurgery.co.uk/ (Opens in a new tab)