Data Administration Manager

The Data Administrator Manager is responsible for overseeing the effective management, accuracy, quality and processing of practice data and administrative information.

The post holder will provide leadership and direction to the administration function, ensuring that information is processed accurately, consistently and within required timescales. The role will work closely with the Operations Manager, clinical leads and wider administrative teams to support the delivery of safe, efficient and compliant patient services.

The role will have a particular focus on data quality, clinical coding, QOF, reporting, document management, searches, audits and maintaining accurate patient records., 1. Data Quality & Patient Records

• Oversee the quality and accuracy of patient records within the clinical system.
• Monitor data quality and identify areas requiring improvement.
• Ensure information is coded accurately and consistently in accordance with agreed practice protocols.
• Identify duplicate, incomplete, inaccurate or incorrectly coded records and coordinate appropriate action.
• Develop and maintain processes to improve the quality of patient data.
• Monitor outstanding data-related tasks and ensure these are allocated and completed within agreed timescales.
• Support staff with queries relating to data entry, coding and record management.

1. QOF & Clinical Coding * Work closely with the QOF/clinical leads to support achievement of contractual requirements. * Run and maintain agreed searches to identify patients requiring review, monitoring or coding. * Monitor QOF-related data and highlight gaps or areas of concern. * Ensure appropriate clinical coding is entered following information received from clinicians and other healthcare professionals. * Support the preparation of QOF reports and evidence. * Maintain clear audit trails for data amendments and coding activity. * Liaise with clinicians where clarification is required regarding coding or patient information.

2. Searches & Reporting * Create, maintain and run EMIS searches in accordance with practice requirements. * Produce regular management information and reports for the Operations Manager and Senior Management Team. * Monitor agreed operational data and identify trends, discrepancies or areas requiring action. * Support the development of dashboards and performance reports. * Provide accurate information for practice meetings, audits, CQC requirements, QOF and other contractual reporting. * Ensure reports are produced within agreed deadlines.

3. Document & Workflow Management * Oversee data-related document workflows and ensure incoming information is appropriately processed. * Monitor outstanding documents and identify potential backlogs. * Ensure documents are accurately coded, filed and allocated where required. * Work with administrative and clinical teams to improve document processing processes. * Monitor turnaround times and escalate significant delays or risks. * Support the implementation of new systems and processes designed to improve document management.

4. Quality Improvement Activities * Coordinate regular data quality audits. * Maintain records of completed audits and actions arising from them. * Support the practice in meeting CQC, NHS and contractual data requirements. * Ensure data processes comply with practice policies and relevant information governance requirements. * Identify risks relating to data quality or processing and escalate these appropriately. * Assist with evidence gathering for inspections, audits and contractual reviews. * Regularly review data administration processes and identify opportunities for improvement. * Develop SOPs and guidance where required. * Lead or support implementation of new data-related systems and workflows. * Work with clinical and administrative teams to reduce duplication and unnecessary workload. * Identify opportunities to automate or streamline routine data processes. * Monitor the effectiveness of changes and report outcomes to management.

5. Team Management & Leadership * Provide day-to-day leadership and support to the Administration Team. * Allocate work according to priorities, capacity and individual skills. * Monitor workload, productivity and quality. * Conduct regular one-to-one meetings and support staff development. * Identify training requirements and arrange appropriate support. * Ensure staff understand and follow agreed procedures. * Promote a positive, accountable and improvement-focused working environment.

• Experience working within a GP practice, primary care or healthcare environment.
• Strong understanding of patient records and clinical data.
• Experience using EMIS Web or a comparable clinical system.
• Good understanding of clinical coding and data quality.
• Excellent organisational and time-management skills.
• Strong attention to detail.
• Ability to analyse information and identify discrepancies or trends.
• Experience managing workloads and prioritising competing demands.
• Excellent communication skills.
• Ability to work independently and use initiative.
• Ability to manage and support a team.

Desirable Skills

• Experience with QOF and enhanced services.
• Experience creating and maintaining EMIS searches.
• Experience with CQC preparation and evidence gathering.
• Knowledge of primary care contractual requirements.
• Experience undertaking clinical or administrative audits.
• Experience developing SOPs and improving processes.
• Previous management or supervisory experience.
• Knowledge of information governance and data protection requirements.
• Experience of Anima system

Expected hours: 25.0 per week

• Company pension
• Free parking
• On-site parking
• Private medical insurance
• Store discount

We are a friendly, 3-site dispensing Practice in Buckinghamshire with Surgeries in Wing, Whitchurch, and Winslow. The Practice has 6 GP Partners, together with salaried GPs and ANPs. They are supported by a full complement of Nurses, HCAs, a clinical pharmacist and provide care for 20,000 patients. We are a proactive and forward-thinking Practice dedicated to providing quality patient care. In total we are a team of more than 100 staff and we consider it important to maintain a supportive team ethos. We have a CQC rating of ‘good’ across all metrics, thanks to outstanding administrative support.