Planned Care AdministratorNHS

Job summary

To provide an efficient and patient-centred planned care service, supporting the coordination of care for patients with long-term conditions and assisting the Planned Care Team in achieving Quality and Outcomes Framework (QOF) targets and practice objectives.

Main duties of the job

• Communicate with patients to book, confirm and rearrange appointments for long-term condition reviews.
• Work in line with QOF and practice-specific care protocols to ensure patients are reviewed within appropriate timeframes.
• Ensure accurate and timely documentation of all patient contact and appointment scheduling on EMIS Web.
• Collaborate closely with the Planned Care Team, clinical staff, and administrative colleagues.
• Initiate contact with and respond to enquiries from patients, colleagues, and healthcare providers.
• Assist with the preparation of recall letters, text messages, telephone call lists, and other communication methods.
• Support patient recall programmed through telephone, SMS, and written communications.
• Monitor and follow up on patients who fail to respond to invitations or who do not attend appointments.
• Support data collection and reporting to monitor progress towards QOF targets.
• Handle patient queries professionally, with empathy and confidentiality.
• Maintain up-to-date knowledge of care pathways, QOF domains, and practice policies.
• Provide administrative support to clinicians and management as required.
• Work flexibly to meet the needs of the service and provide cover where required.
• Undertake any other duties deemed appropriate by the Practice.

Job description

Job TitlePlanned Care Administrator

Reports ToDigital System Team Leader

Accountable ToPractice Manager and GP Partners

Job SummaryKaris Medical Centre is seeking an organised and motivated Planned Care Administrator to support the delivery of planned care services across the practice.

The postholder will play a key role in coordinating patient recalls, appointments and reviews for long-term conditions, ensuring patients are contacted and reviewed within appropriate timescales. The role will support the practice in achieving Quality and Outcomes Framework (QOF) targets and delivering high-quality patient care.

Main Duties and Responsibilities

• Coordinate recall programmes for patients with long-term conditions.
• Contact patients by telephone, SMS, letter and other communication methods to arrange appointments.
• Book, amend and cancel appointments as required.
• Monitor recall lists and follow up patients who do not respond or fail to attend appointments.
• Maintain accurate patient records using EMIS Web and other practice systems.
• Support the collection and recording of data relating to QOF and planned care objectives.
• Liaise with GPs, nurses, healthcare professionals and administrative colleagues to support patient care.
• Respond to patient enquiries in a professional, courteous and confidential manner.
• Assist in preparing reports, searches and administrative documentation as required.
• Support service improvement initiatives and practice objectives.
• Work flexibly to meet the needs of the practice and provide cover where necessary.
• Undertake any other duties appropriate to the role.

Communication and Team WorkingThe postholder will communicate effectively with patients, clinicians, practice staff and external healthcare professionals to ensure the smooth delivery of planned care services and a positive patient experience.

Person SpecificationEssential

• Previous administrative experience.
• Excellent communication and interpersonal skills.
• Good organisational and time-management skills.
• Ability to prioritise workload and work independently.
• Good IT skills, including Microsoft Office applications.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail and accuracy.

Desirable

• Experience working within General Practice, Primary Care or the NHS.
• Experience using EMIS Web.
• Understanding of QOF and long-term condition management.
• Experience managing patient recall systems and appointment booking processes.

About Karis Medical CentreKaris Medical Centre is a busy and friendly GP practice providing high-quality care to a diverse patient population in Birmingham. We are committed to delivering safe, effective and patient-centred services and offer a supportive working environment where staff are encouraged to develop their skills and contribute to service improvement.

About us

Karis Medical Centre is a busy GP practice in Birmingham providing care to a diverse patient population.

You will be joining an established multidisciplinary team of GPs, nurses, healthcare professionals and administrative colleagues. We encourage collaborative working and professional development and are committed to delivering safe, effective and patient-centred care.