Administrative QoF Lead

Job description

Job responsibilities

Job description.

The post holder will take responsibility for the administrative coordination, monitoring and delivery of the Quality and Outcomes Framework (QOF) within the practice.

This is a non-clinical role. The post holder will not be expected to make clinical decisions but will play a key role in ensuring that the clinical team has accurate and timely information to support high-quality patient care.

QOF Coordination and Performance Monitoring

• Take day-to-day administrative responsibility for coordinating QOF activity across the practice.
• Develop a thorough understanding of current QOF indicators and requirements.
• Regularly monitor QOF performance throughout the year rather than relying solely on year-end activity.
• Run and review appropriate clinical system searches and reports to identify outstanding QOF work.
• Identify areas where achievement is below expected levels and escalate these appropriately to the Nursing Manager.
• Maintain clear QOF monitoring systems and provide regular progress reports to the Practice Manager and the Nursing Manager as well as the wider practice team when appropriate to do so.
• Work with the Nursing manager to establish action plans for areas requiring improvement.
• Support the practice in maximising appropriate QOF achievement while ensuring that activity remains focused on good patient care.
• Support preparation for QOF year-end, including checking outstanding work and assisting with validation where required.

• Coordinate effective recall systems for patients requiring chronic disease reviews and investigations and monitoring or other QOF-related interventions.
• Identify patients who have outstanding QOF requirements and arrange appropriate contact or recall in accordance with practice protocols.
• Use appropriate methods of patient communication which may include telephone and text messaging and letters and digital communication.
• Monitor patients who have not responded to recalls and undertake further contact in accordance with agreed practice procedures.
• Work with reception and administrative teams to maximise opportunities for appropriate patient reviews.
• Help coordinate recalls efficiently where patients have multiple long-term conditions and reducing unnecessary duplication and appointments where possible.
• Ensure recall activity and patient contact attempts are recorded accurately.

• Support high standards of data quality within the clinical system.
• Identify potential coding issues and missing information and incomplete QOF records.
• Ensure administrative coding is completed accurately and consistently within the boundaries of the role.
• Highlight clinical coding queries or uncertainties to an appropriate clinician rather than making clinical assumptions.
• Assist with searches and data validation exercises as required.
• Support the practice in maintaining accurate disease registers by identifying potential discrepancies for clinical review.
• Ensure information received from hospitals and other healthcare providers is processed appropriately in accordance with practice procedures and individual responsibilities.

• Develop effective working relationships with GPs nurses healthcare assistants pharmacists social prescribers receptionists administrators and management colleagues.
• Communicate QOF priorities and outstanding work clearly to relevant team members.
• Attend appropriate practice meetings and provide updates on QOF performance.
• Work with clinicians to agree practical approaches to completing outstanding QOF activity.
• Support staff in understanding administrative QOF processes and recall procedures.
• Encourage a whole-team approach to QOF achievement and high-quality chronic disease management.
• Liaise with external organisations where appropriate and within the responsibilities of the role.

• Develop an annual approach to QOF activity to ensure workload is distributed effectively throughout the year.
• Prioritise workload according to practice needs, QOF deadlines and areas of outstanding activity.
• Maintain effective tracking systems for QOF performance and patient recalls.
• Identify opportunities to improve administrative processes and reduce duplication.
• Contribute ideas for improving efficiency and patient engagement and QOF performance.
• Ensure that relevant tasks are followed through to completion and outstanding issues are escalated appropriately.

• Maintain patient and staff confidentiality at all times.
• Comply with practice policies relating to confidentiality and information governance and data protection.
• Access patient information only when required for legitimate work purposes.
• Maintain appropriate security of electronic and written information.
• Report any potential information governance or confidentiality concerns in accordance with practice procedures.

• Work in accordance with practice policies and procedures.
• Participate in relevant training and development.
• Maintain mandatory training appropriate to the role.
• Contribute positively to team meetings and practice development.
• Promote equality and diversity and dignity and respect.
• Work within their level of competence and seek appropriate advice when required.
• Report significant concerns and incidents or potential risks through appropriate practice procedures.
• Undertake other reasonable administrative duties appropriate to the role and grade.

The Administrative QOF Lead is responsible for coordinating and facilitating QOF activity rather than making clinical decisions.

Any uncertainty regarding a patient's diagnosis or treatment or clinical coding or suitability for an intervention or personalised care adjustment or other clinical matter must be referred to an appropriately qualified clinician.

The post holder should never make assumptions regarding clinical care solely for the purpose of achieving a QOF target.

This job description is intended as a guide to the main responsibilities of the post. Duties may be reviewed and amended following discussion with the post holder to reflect changes in practice requirements and primary care services.

Person Specification

Experience

• Experience.
• Previous experience of working within a GP practice and primary care or a comparable healthcare administrative environment.
• Experience of working with electronic patient records or clinical information systems.
• Experience of managing administrative workloads and deadlines and competing priorities.
• Experience of working effectively as part of a multidisciplinary team.
• Knowledge and Skills
• Good understanding of QOF or the ability to develop detailed QOF knowledge quickly.
• Understanding of the importance of chronic disease monitoring and patient recall.
• Strong IT skills and confidence working with electronic systems.
• Ability to run and interpret and act upon reports and searches.
• High level of accuracy and attention to detail.
• Good organisational and time-management skills.
• Ability to monitor progress and maintain effective tracking systems.
• Excellent written and verbal communication skills.
• Ability to communicate confidently and professionally with patients and colleagues.
• Understanding of confidentiality and data protection and information governance.
• Ability to recognise when an issue requires clinical input and escalate appropriately.
• Personal Qualities
• Proactive and self-motivated.
• Highly organised and methodical.
• Reliable and conscientious.
• Approachable and able to develop positive working relationships.
• Confident working independently while remaining an effective member of the wider practice team.
• Able to use initiative within clearly defined boundaries.
• Flexible and adaptable to changing priorities.
• Committed to providing a high-quality service to patients.
• Comfortable taking ownership of work and following tasks through to completion.

• Desirable
• Previous experience of QOF administration or coordination.
• Experience of SystmOne GP clinical system.
• Experience of running clinical searches and reports.
• Experience of patient recall systems.
• Knowledge of clinical coding and data quality within general practice.
• Experience of working with chronic disease registers.
• Understanding of wider primary care contractual requirements.
• Experience of producing performance reports or using spreadsheets to monitor activity.
• Experience of supporting audits or quality-improvement work.

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

Bewick Crescent Surgery

Address

27 Bewick Crescent

Newton Aycliffe

County Durham

DL5 5LH

United Kingdom

Employer's website

https://www.bewickcrescentsurgery.nhs.uk/