Medical Recall/IT Administrator

Vacancy: Medical Recall/IT Administrator

Medical Recall/IT Administrator

• Reports to: Medical Recall/IT Manager
• Responsible to: Practice Manager
• Hours: Up to full-time, 25 hours Monday to Friday
• Pay: £13.13 per hour
• Pension: You will be eligible to join the NHS Pension Scheme

This is an excellent opportunity for an enthusiastic administrator wishing to join part of the Primary Care Team.

Our Recall/Quality team is pivotal to the smooth-running of the practice and involves a high-level of detail to ensure that our patients are followed up in a timely manner.

The Patient Recall and Data Coding Coordinator is responsible for managing the recall process for patients with long-term conditions and those requiring ongoing prescribed medication monitoring. This role ensures accurate identification of patients due for review, recall communication, and the coding and recording of clinical data in patient records.

The position works closely with clinical teams to support high-quality chronic disease management and safe prescribing practices.

Main duties of the role

The role involves patient recall and review management, patient communication, data entry and clinical coding, patient searches and reporting, quality and governance, IT support and troubleshooting for the practice.

Recall - job purpose and key responsibilities

• Patient recall and review management
• Run clinical system searches to identify patients due for long-term condition reviews (for example, diabetes, asthma, COPD, hypertension, heart failure, etc)
• Identify patients due for medication monitoring (for example, anticoagulants, DMARDs, antihypertensives, inhalers, etc)
• Maintain and update recall lists in line with clinical protocols and quality standards (for example, QOF, PCN/LPC frameworks)
• Prioritise recalls based on clinical urgency and risk.

Contact patients by SMS, email, phone or letter to invite them for clinical review, monitoring, or screening

Provide clear information to patients about appointments and any preparatory requirements (for example, fasting, blood tests)

Coordinate appointment booking and follow-up where required

Data-entry and clinical coding

Accurately code clinical information and outcomes from patient encounters into the electronic health record using agreed clinical coding standards

Ensure all reviews, medication changes, test results, and patient communications are recorded and coded accurately

Clean up coding discrepancies and support data quality initiatives across the practice

Searches and reporting

Run regular searches on clinical systems (for example., EMIS, SystmOne, Vision) for recalls, overdue reviews, and medication monitoring requirements

Produce reports for clinical leads, highlighting overdue patients and trends

Support audits relating to long-term condition management and prescribing safety

Quality and governance

Follow GP practice/clinic standard operating procedures (SOPs) and confidentiality policies

Escalate clinical concerns or risks identified during the recall process to the appropriate clinician

Support quality improvement and patient safety initiatives

Skills and qualifications

• Highly-organised and able to manage workload with attention to detail
• Excellent communication skills (verbal and written)
• Knowledge of long-term condition pathways (diabetes, COPD, etc)
• Experience with EMIS Web, SystemOne or other clinical record systems
• Understanding of QOF, DES, or similar quality frameworks
• Experience working in a healthcare setting (GP surgery, community health, pharmacy, hospital admin)

Personal attributes

• Patient-focused, with empathy and professionalism
• Able to prioritise effectively and work independently
• Confident approaching patients by phone and handling queries
• Good team worker and collaborative with clinical staff

Performance measures

• Accuracy and completeness of clinical coding
• Timeliness of patient recalls
• Reduction in overdue reviews and monitoring gaps
• Feedback from clinical team and patient satisfaction

IT Support for the practice - job purpose and key responsibilities

The Primary Care IT Support role is responsible for delivering first-line IT support across the practice, ensuring secure, reliable, and efficient operation of clinical and administrative systems while coordinating with an external IT company.

• Set up and maintain workstations, printers, scanners, telephony, and mobile devices
• Manage user accounts, permissions, and access controls
• Provide day-to-day IT support for clinical and administrative staff
• Troubleshoot hardware, software, and network issues
• Support clinical systems such as EMIS, Docman, AccuRx, NHS Mail, and Microsoft 365

Qualifications and experience

• A quick learner, is comfortable working with computers and a range of software products
• Ability to troubleshoot independently and manage competing priorities.
• IT experience (preferably within healthcare or regulated environments)
• Knowledge of Windows, Microsoft 365, networking, and cybersecurity
• Experience supporting primary care clinical systems
• Understanding of GDPR and NHS data governance requirements
• Experience working within a GP Practice or PCN
• Knowledge of NHS Digital standards and compliance frameworks

Personal attributes

• Approachable
• Hands-on, get-things-done approach
• Proactive and solution-focused
• Strong communication skills (able to explain technical issues clearly to non-technical staff)
• Highly organised with attention to detail
• Professional, ethical, and maintains confidentiality

For the right candidate, previous experience may not be necessary, full training and support will be given.

We welcome enquiries or informal visits.

Please note: Staff or members of their families (living at the same address) may not be registered with the practice.

Providing NHS Services

Contact

Windrush Medical Practice
Welch Way Witney
Oxfordshire
England
OX28 6JS

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