QOF & Document Processor

The QOF & Document Processor plays a crucial role in ensuring the practice maximizes its performance against the Quality and Outcomes Framework (QOF) targets while maintaining accurate patient records. The post holder will manage the patient recall system, process incoming clinical correspondence, accurately code medical data, and provide administrative support to the clinical and management teams.

Main duties of the job

• Coordinate QOF Recalls: Organize, streamline, and execute patient recall systems to meet QOF targets efficiently.
• Process Clinical Data: Action and file specific blood results (HbA1c only) and manage incoming document workflows.
• Performance Monitoring: Collaborate with GPs, Managers, and the Data Quality Team to track performance and deliver timely reports.
• Workflow Management: Smooth the recall workload across the financial year to optimize practice capacity.

About us

Working in a General Practice (GP) surgery is a fast-paced, highly varied, and community-focused experience at the frontline of healthcare. Operating within a collaborative, multidisciplinary environment, our team manages a high volume of clinical and administrative needs while enjoying the reward of building long-term patient relationships. Based in the central Margate area, we proudly support a diverse population of 17,000 patients. Our team consists of 6 GPs alongside a robust network of clinical support staff. We pride ourselves on maintaining a positive, welcoming, and inclusive culture, dedicated to supporting every staff member in maximizing their full potential.

Job responsibilities

• QOF Management & Patient Recall: Conduct targeted searches on the clinical system to identify patients requiring QOF recalls. Issue patient invitations in a timely manner, prioritizing electronic communication and using manual letters as a last resort. Read-code recall administrative actions accurately within patient medical records. Harmonize recall dates for patients on multiple chronic disease registers to minimize unnecessary patient contacts. Balance the recall schedule to distribute the administrative and clinical workload smoothly across the financial year. Arrange necessary medication reviews and ensure the appropriate review documentation is issued. Provide monthly clinical audits and ad-hoc reports to the relevant GP leads and management.
• Document Processing & Clinical Coding: Receive, review, and process all incoming electronic and paper clinical correspondence, including hospital letters, discharge summaries, and test results. Review, action, and file HbA1c blood results strictly within authorized protocols. Accurately apply approved SNOMED CT or Read codes to diagnoses, procedures, and medications within patient records to support QOF and data quality. Triage and assign documents to the correct clinician or multidisciplinary team queue. Promptly identify and escalate urgent clinical findings, red flags, or safeguarding alerts.
• Communication & Record Management: Ensure all processed data and files match the correct patient identity precisely to prevent data mixing. Maintain an accurate, secure audit trail of all correspondence in line with GDPR and NHS information governance standards. Liaise with GP staff, hospital departments, and external healthcare providers to resolve missing data or query discrepancies. Compose clear, professional, and appropriate patient letters when required. Maintain a clear, polite, and professional telephone manner when interacting with patients and external stakeholders.
• Practice Support & Compliance: Follow all practice policies, protocols, and standard operating procedures. Maintain strict patient confidentiality and data security at all times. Support Practice Managers and the Data Quality Team with administrative tasks as reasonably required.

Person Specification

Experience

• Essential: Proven administrative experience.
• Desirable: Experience working within an NHS primary care or GP practice setting. Experience using EMIS Web and Docman software systems.

Qualifications

• Essential: GCSE Grades 4-9 (C or above) or equivalent in 5 subjects, including English and Mathematics.
• Desirable: Relevant qualification in clinical coding or health administration.

Additional Criteria

• Essential: Strong IT skills and computer literacy. Excellent interpersonal and communication skills. Clear, polite, and professional telephone manner. High level of attention to detail and accuracy.
• Desirable: Strong understanding of QOF targets and indicators. Knowledge of SNOMED CT or Read coding systems.

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: The Limes Medical Centre
Address: Trinity Square, Margate, CT9 1QY, United Kingdom