JOB DESCRIPTION
CONTRACT ADMINISTRATOR
Job Details
Job Title:
Contract Administrator
Date:
October 2015
Responsible to:
Practice Manager
Responsible for:
Audit Assistant
Location:
Ladywell Medical Centre (East), 26 Featherhall Avenue, Edinburgh, EH12 7UN
Job Purpose:
Responsible for managing, overseeing and auditing all data within the clinical system.
Coordinate the claims process and monitor clinical achievement in relation to work
undertaken as part of the GP Contract. Ensure the efficient and timely recall of patients for
clinical review.
Organisation Chart
Partner x 8
GP Associate x 2
GPST3 x 1
GPST1 x 1
GPST
GPST1 x 1
Nurse Manager
Practice Nurses x 5
Nursing Assistant x 1
Phlebotomist x 2
Practice Manager
Reception Supervisor/
Administrator am
and Reception Supervisor
pm
Contract Administrator
Secretary/Reception x 2
Audit Assistant
Receptionist x 6
Records Summariser
The role of the Contract Administration Department
To provide administrative support to the Practice which allows the GP contract to be undertaken in a timeous and
efficient manner. This department ensures work processes both contribute to Practice clinical performance and meet
contractual requirements. High standards of work should be maintained and procedures continually monitored and
improved where necessary. Attention to detail and accuracy whilst processing patient data and other information is
crucial. Adhering to data protection and confidentiality rules is of the utmost importance.
Most Challenging Part of the Job
Working within a busy office environment on a solitary basis to ensure all aspects of the post are adhered to. Using
effective and non-discriminatory communication and practical skills to meet the demands and expectations of all
patients, visitors and colleagues. Effectively communicating with more vulnerable groups of patients, in particular
those with severe ill health, mental illness, sensory impairments and/or behavioural issues.
Key Result Areas of the Post
GP Contract: QOF (Quality and Outcomes Framework) and Enhanced Services:
 Maintain up to date knowledge of the GP contract requirements, currently QOF, and associated read codes
 Monitor the Practice’s performance against QOF compliance and liaise with the Practice Manager/QOF Partner
to address any areas of potential or actual under performance
 Monitor compliance with enhanced services and ensure the claims process is adhered to
 Design and run searches and prepare clinical information for audit and review by the clinical team
 Support and work with the clinical team to identify areas for improvement in data quality
 Assist the clinical team with the capturing of patient related data through the creation of guidelines and forms
 Support the clinical team in identifying and targeting patients for assessment and treatment
 Within defined protocols enter and amend clinical read codes in patient clinical records
 Liaise with the Audit Assistant and Clinical Summariser to ensure all aspects of the GP contract are adhered to
Patient Recall:
 Conduct searches on the clinical system to identify patients for recall ensuring invites are made in a timely and
appropriate manner via telephone or letter and accurately read coded within the patient clinical record
 Ensure patients on recall registers are booked for review in accordance with chronic disease protocols
 Harmonise recall for patients on multiple registers, thereby reducing impact on patients and appointments
 Plan and implement a programme of recall to ensure workload across the financial year is as balanced as possible
 Compose appropriately worded patient letters for use with recall
IT:
 Use Vision clinical system to access patient clinical records and appointments
 Undertake the daily backup procedure ensuring any irregularities are reported to the relevant organisation
 Ensure IT updates are actioned and information disseminated regarding these to relevant staff members in a
timely manner
 Oversee the security and validation process of the clinical system and 3rd party software
 Use SCI gateway, Docman and the clinical mailbox to access computerised patient mail and action accordingly
 Use SCI store to access patient results and action accordingly
 Assist in providing solutions to IT software or hardware problems
 Report any complex IT problems to the relevant organisation
 Attend relevant meetings which may be in working hours or in the evening
General Administration:
 Deal with any complaints from the public following the Practice Complaints Procedure, passing on to the
Practice Manager where appropriate
 Welcome Locums to the Practice and log them onto the system
 Assist in resolving day-to-day operational and administrative problems reporting any complex issues to the
Practice Manager
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Report any opportunities to improve administrative systems or procedures to the Practice Manager
Attend staff meetings and on rotation with other staff members take minutes at staff meetings
Pro-active in using his/her own initiative within the parameters of the job description
Cover in Reception as necessary
Carry out any other duties delegated by the Practice Manager considered appropriate to the post
Knowledge, Training and Experience
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Previous experience of working in an NHS or General Practice setting is essential
General computer literacy in a Windows environment is essential
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Knowledge of QOF and the Enhanced Service Programme is essential
Key Skills and Personal Traits
 Ability to work productively and effectively with all members of the healthcare team in a busy and demanding
office environment
 Ability to work independently and manage own workload
 Ability to multi-task and work under pressure in order to meet deadlines
 Organised whilst undertaking routine tasks with the ability to respond quickly to changing priorities
 Quick thinking with the ability to make decisions and solve problems within defined procedures
 Demonstrate excellent accuracy and attention to detail
 Approachable and empathetic with colleagues of all levels
 Excellent communication and interpersonal skills
 Use of tact, discretion and respect when dealing with confidential and/or sensitive issues
 A flexible approach to duties and working hours to ensure the needs of the Practice are met
Communications and Working Relationships
 Promote good communication within the healthcare team by being approachable and knowledgable regarding all
aspects of his/her post
 Liaise with the Practice Manager/QOF Partner to discuss progress of clinical achievement and to raise any areas
of concern
 Liaise with the Practice Manager, Reception Supervisor and Practice Nurse Manager to ensure appointment
usage is optimised
 Liaise with the Audit Assistant and Clinical Summariser to ensure all aspects of the GP contract are adhered to
 Report to the Reception Supervisor to discuss requests for annual leave or TOIL thus ensuring cover of the post
 Communicate face to face with all team members on a daily basis, utilise telephone and e:mail as a means of
internal and external communication and regularly take part in team meetings to ensure updated knowledge of
systems and procedures is gained and/or shared
 Provide input into the training of new staff members
 Liaise with external parties such as IT Helpdesk and 3rd party software providers
Assignment and Review of Work
 It is the responsibility of the Practice Manager to decide upon priorities and to ensure deadlines are adhered to
 The Practice Manager/Partners will allocate additional projects as required
 The post holder will use his/her discretion to anticipate or resolve problems throughout the course of his/her duty.
Any complex problems or complaints which cannot be resolved should be reported to the Practice Manager
 A formal appraisal takes place annually with the Practice Manager and Staff Partner where the work of the
postholder is evaluated and action points identified, as necessary, for further training and/or development
 The post holder is responsible for his/her own continual professional development and performance and upkeep
of own personal development plan by identifying any gaps in skills and knowledge at annual appraisal
 A willingness to undertake relevant training/courses in order to close the skills and knowledge gap
Systems Used
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Vision:
Docman:
SCI Gateway:
SCI Store:
Microsoft Word:
Microsoft Excel:
Microsoft Outlook:
Front Desk System:
Alarm Security system:
Clinical records and appointments system
Mail scanning system
Electronic mail
Electronic results
Word processing
Spreadsheet
E:mail
Patient Self Check-In system
Security alarm
Equipment and Machinery Used
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Computers: clinical and non-clinical data entry, working with internal and external e:mails, report faults
Scanner: scan and accurately route confidential correspondence into patient records
Telephones: internal and external enquiries, recording triage calls, dealing with results and complex issues
Answering machine: download and process messages from prescription line answering machine
Fax machine: fax relevant documents to correct organisations, appropriately route incoming faxes to addressee
Photocopier: copy medical records or other information
Panic alarm: use and re-set when appropriate
Fire alarm: break glass when appropriate to do so
Fire extinguisher: use when appropriate to do so
Electric fan: use when appropriate to do so
Kettle: use as appropriate
Microwave oven: use as appropriate
Cooker: use as appropriate
Water cooler: drinking water