Administration Assistant/ Receptionist

Job overview

The role of Administration Assistant is key to meeting patient and visitor expectations when contacting or visiting JCW. Central to the role is ensuring the effective operation of the reception area.

There are a range of further administrative duties associated with both private and NHS funded patients attending JCW both as an outpatient and/or inpatient. Assistance will also be provided to the Overseas Visitor officer.

Evidence of qualifications will be required at interview and during compliance checks.

Main duties of the job

• Accurate completion of documentation admission agreements, self-pay documentation)
• Documentation for outpatient clinics available as required
• Effective enquiry handling
• Well managed reception area
• Positive feedback to managers customer groups (Consultant, patients, relatives)

Detailed job description and main responsibilities

Key results from the job holder

• Accurate completion of documentation (admission agreements, self-pay documentation).
• Documentation for outpatient clinics available as required.
• Effective enquiry handling.
• Well managed reception area.
• Positive feedback to managers from customer groups (Consultants, patients, relatives).

Planning and Organisational Duties

• Meeting and greeting patients and visitors to JCW.
• Answering of telephones and managing general enquiries.
• Ensure private patient reception area is tidy and presentable e.g. tidying of newspapers, clearing of used cups.
• Liaise with insurance companies by telephone and fax for pre and continued authorisation of treatment purposes.
• Assisting in liaising with consultants and their private secretaries regarding all aspects of organising in-patient admissions and out-patient clinics.
• Ensure notes and x-rays are present for all in-patient admissions, with appropriate nursing documentation templates, and out-patient clinics.
• Ensure adequate copies of documentation are available through photocopying
• Prepare finance letters and package documentation for PP finance supervisor and pre-operative letters for the Out Patient department.
• Produce daily patient report for therapy staff to enable correct recording of data and invoicing to be undertaken.
• Provide administrative support to the Overseas Visitor Officer in the management of overseas visitors.
• Follow private patient administration policies and protocols in line with Trust policy and legislation.

Communications and Key Working Relationships

• Escort and orientate all in-patient admissions in their rooms.
• Assist patients on completion of their daily menus and other administration duties.
• Co-ordinate out-patient clinics. Update/enter patient details on PAS system.
• Pre-admit private patients on PAS system.
• Utilise the various IT systems to support the management of overseas visitors.
• Interrogate Trust systems e.g. pathology and radiology and enter data onto private patient management system to allow correct invoicing to be undertaken.

Responsibility for Finance

• Receipt petty cash and pass on to other payments to PP Finance Supervisor.
• Ensure correct payment details are entered on all private patient agreement forms to enable correct invoicing to be undertaken.
• Record prosthesis details on charge sheets to enable invoicing to be undertaken.

Work Circumstances & on-call

• Shift system across Monday to Friday with standard hours between 07.00 and 19.00.
• On occasion flexibility may be required including later finishing or Saturday working.