Clinical Data & Care Coordination Lead

Manor View Practice; United Kingdom; Remote; GBP 21,000 - 23,000; Full time

Job summary

Manor View Practice is seeking a Clinical Data & Care Coordination Lead to manage day‑to‑day data searches, recalls and programme administration. You will work with the Patient Care Team to ensure timely patient reviews and data reporting while maintaining safeguarding and clinical governance standards.

The role is a hands‑on, non‑clinical position with training and close interface to clinicians. Experience with EMIS Web and Excel is essential; a collaborative, detail‑focused approach is valued

Qualifications

• Experience in GP practice or comparable primary care setting.
• Experience with clinical searches, recalls or healthcare data administration.
• Strong EMIS Web skills and ability to undertake clinical searches.
• Confident Excel skills and accurate spreadsheet management.
• Desirable: experience supporting QOF, enhanced services or ECF.
• Desirable: experience in safeguarding, palliative care or MDT administration.
• Desirable: experience guiding or training colleagues.

Responsibilities

• Run routine and complex EMIS Web searches to identify patients requiring review, monitoring, recall or other agreed activity.
• Prepare worklists and track outstanding activity for QOF, DES, LES, ECF and other commissioned programmes.
• Coordinate invitations, appointments, reminders and follow‑up with existing Patient Care Team members and clinical teams.
• Gather activity evidence and maintain progress trackers for the manager’s performance reporting and contractual submissions.
• Coordinate LTC recalls and support childhood immunisation, cervical screening, LD, SMI, frailty, NHS Health Check and other agreed recall programmes.
• Track non‑responders, outstanding appointments and follow‑up actions under agreed protocols.
• Work with reception, nurses, pharmacists and other clinicians to ensure patients are offered appropriate appointments.
• Maintain safeguarding administrative registers and trackers and undertake agreed searches.
• Prepare agendas and documentation, coordinate safeguarding meetings and monitor administrative actions.
• Escalate concerns and outstanding items promptly to the designated safeguarding GP or other authorised clinician.
• Do not undertake clinical risk assessments or make independent safeguarding decisions.
• Maintain palliative care administrative registers and patient lists under agreed protocols.
• Prepare Gold Standards Framework and multidisciplinary meeting information and track follow‑up actions.
• Coordinate communication and administrative follow‑up with relevant clinical and community teams.
• Support development of research administration only if the practice elects to participate in approved studies.
• Undertake approved patient‑identification searches, invitations, recruitment trackers and study administration under the GP research lead.
• Support group clinic invitations, scheduling and related administration as required.
• Leave eligibility decisions, consent and clinical research procedures to authorised research staff.
• Act as the operational point of contact for the Patient Care Team, coordinating daily work within priorities set by the manager.
• Support existing team members with searches, recalls and trackers and maintain cover for critical processes.
• Escalate workload pressures, delays and performance concerns; formal line management remains with the manager.
• Prepare regular operational updates and maintain written procedures for key tasks.

Skills

EMIS Web

Excel

Data administration

Tools

Accurx

Abtrace

Job description

Clinical Data & Care Coordination Lead

Job Description and Person Specification

Job title

Clinical Data & Care Coordination Lead

Salary

£15–£17 per hour, dependent on experience

Hours

37.5 hours per week

Contract

Permanent

Reports to

Primary Care Contracts & Performance Manager

Location

Manor View Practice sites

Job purpose

To lead the day‑to‑day coordination and delivery of clinical searches, patient recalls, data tracking and agreed clinical programme administration across Manor View Practice. This is a hands‑on, non‑clinical role supporting contractual achievement and clinical teams, with clinical decisions and approvals remaining with authorised clinicians.

Key responsibilities

1. EMIS searches and clinical data

• Run routine and complex EMIS Web searches to identify patients requiring review, monitoring, recall or other agreed activity.
• Complete authorised ad hoc searches requested by partners, clinicians and managers, prioritised through the Contracts & Performance Manager.
• Maintain accurate search definitions, trackers, worklists and documentation; identify coding and register anomalies for appropriate review.
• Produce accurate data extracts and summaries, escalating unexpected results or potential clinical concerns.

2. QOF, enhanced services and ECF delivery

• Prepare worklists and track outstanding activity for QOF, DES, LES, ECF and other commissioned programmes.
• Coordinate invitations, appointments, reminders and follow‑up with existing Patient Care Team members and clinical teams.
• Gather activity evidence and maintain progress trackers for the manager’s performance reporting and contractual submissions.

3. Recalls and clinical coordination

• Coordinate LTC recalls and support childhood immunisation, cervical screening, LD, SMI, frailty, NHS Health Check and other agreed recall programmes.
• Track non‑responders, outstanding appointments and follow‑up actions under agreed protocols.
• Work with reception, nurses, pharmacists and other clinicians to ensure patients are offered appropriate appointments.

4. Safeguarding administration

• Maintain safeguarding administrative registers and trackers and undertake agreed searches.
• Prepare agendas and documentation, coordinate safeguarding meetings and monitor administrative actions.
• Escalate concerns and outstanding items promptly to the designated safeguarding GP or other authorised clinician.
• Do not undertake clinical risk assessments or make independent safeguarding decisions.

5. Palliative care and MDT administration

• Maintain palliative care administrative registers and patient lists under agreed protocols.
• Prepare Gold Standards Framework and multidisciplinary meeting information and track follow‑up actions.
• Coordinate communication and administrative follow‑up with relevant clinical and community teams.

6. Research and group clinics

• Support development of research administration only if the practice elects to participate in approved studies.
• Undertake approved patient‑identification searches, invitations, recruitment trackers and study administration under the GP research lead.
• Support group clinic invitations, scheduling and related administration as required.
• Leave eligibility decisions, consent and clinical research procedures to authorised research staff.

7. Day‑to‑day team coordination

• Act as the operational point of contact for the Patient Care Team, coordinating daily work within priorities set by the manager.
• Support existing team members with searches, recalls and trackers and maintain cover for critical processes.
• Escalate workload pressures, delays and performance concerns; formal line management remains with the manager.
• Prepare regular operational updates and maintain written procedures for key tasks.

Key working relationships

Contracts & Performance Manager; Patient Care Team; GP Partners and clinical leads; nursing and pharmacy teams; reception and administrative colleagues; safeguarding and palliative care clinical leads; approved research teams where applicable.

Person specification

Experience

• Experience in GP practice or a comparable primary care setting
• Experience with clinical searches, recalls or healthcare data administration

Desirable

• Experience supporting QOF, enhanced services or ECF
• Experience in safeguarding, palliative care or MDT administration

Technical skills

• Strong EMIS Web skills, including ability to undertake clinical searches
• Confident Excel skills and accurate spreadsheet management

Desirable

• Complex EMIS search design, Accurx, Abtrace and reporting dashboards

Organisation

• Able to manage competing deadlines and coordinate work with colleagues
• High attention to detail and reliable follow‑through

Desirable

• Experience guiding or training colleagues

Communication and governance

• Clear telephone and written communication
• Understands confidentiality, data protection and escalation to clinicians

Desirable

• Research recruitment or group clinic administration experience