Data & Recall Administrator

The Data & Recall Administrator is an operational role within the practice's two-tier digital and data function. Working under the direct supervision of the Digital and Data Manager, the post-holder is responsible for the day-to-day execution of patient recall, audit searches, data quality tasks, and patient communications, following clearly defined standard operating procedures (SOPs) established by the Digital and Data Manager., Patient Recall & Appointment Management

• Execute the practice's recall schedule for all chronic disease management programmes (e.g. diabetes, hypertension, asthma, COPD, CKD, mental health, learning disabilities) in line with SOPs set by the Digital and Data Manager.
• Send recall invitations and appointment reminders following approved templates and schedules.
• Monitor responses to recall messages, recording outcomes, and flagging non-responders within agreed timeframes.
• Co-ordinate with reception and clinical staff to ensure appropriate appointments are available to support recall activity.
• Action recall tasks and workflows assigned to them

Audit Searches & QOF Support

• Run pre-configured searches as directed by the Digital and Data Manager to identify patients with outstanding QOF, enhanced service or other clinical requirements.
• Produce and distribute audit outputs to the clinical team and Digital and Data Manager at agreed intervals.
• Apply SNOMED CT codes and update structured data fields in clinical records as directed and within agreed competency frameworks.
• Support the Digital and Data Manager in preparing data for monthly performance reporting.

Population Health / Recall Dashboards (Operational Use)

• Review recall and population health dashboards on a regular basis to identify outstanding tasks and patient cohorts requiring contact.
• Record actions taken in response to dashboard prompts/alerts and escalate any unexpected findings to the Digital and Data Manager.
• Support the production of recall lists for distribution to clinicians as directed.

Patient Messaging (Operational)

• Manage day-to-day patient messaging in line with recall schedules and clinical team requests.
• Monitor messaging inboxes/queues for patient responses and action or escalate as appropriate.
• Maintain and use approved patient messaging templates; report any required template updates to the Digital and Data Manager.

Data Quality & Coding

• Enter and update clinical codes in the electronic patient records as directed by the clinical team or Digital and Data Manager, within agreed competency parameters.
• Identify and report data quality issues or discrepancies to the Digital and Data Manager.
• Support the scanning, filing, and coding of incoming clinical correspondence as required.

Do you have experience in Typing?, This role requires reliability, accuracy, and a methodical approach. The post-holder will become proficient in all the practice software (e.g. EMIS Web, Accurx, Engage Consult, Ardens, and Abtrace) at an operational level, executing tasks within agreed frameworks and escalating anything outside defined parameters to the Digital and Data Manager., GCSEs (or equivalent) including English and Maths at grade C/4 or above

IT Skills

Proficient in Microsoft Office; comfortable learning clinical IT systems

Communication

Clear, accurate written and verbal communication skills

Organisation

Demonstrably methodical and organised, with ability to manage a varied workload and meet deadlines

Reliability

Strong attendance record and track record of delivering tasks consistently to the required standard

Teamwork

Ability to work as part of a team and follow direction and SOPs from a line manager, * Experience using EMIS Web in a patient-facing or administrative capacity.

• Familiarity with Accurx, Engage Consult, Ardens, or Abtrace.
• Knowledge of QOF, Enhanced Service Specifications, chronic disease recall, and NHS coding practices.
• Experience following structured workflows and SOPs in a regulated environment.
• Data Handling Experience - handling sensitive personal data in compliance with confidentiality requirements
• Previous experience in a GP practice, NHS primary care, or health administration setting