Clinic Administration Support

Job overview

An exciting opportunity has arisen for a motivated individual to join the Referrals and Bookings Team as a Clerical Administrator to work with the new referrals team and outpatients team in department 22. As a clerical administrator you are responsible for welcoming patients to the department, updating patient details on the system, registering new patients and adding their referrals and relevant documentation on to the Trust patient administration system (CareFlow) and booking follow-up appointments. The team support outpatient activity through the provision of a high quality, patient/ customer focused service. Clerical Administrators are responsible for ensuring that clinic outcomes are actioned effectively and in line with standard operating procedures and policies as appropriate and also ensuring patient referrals are added on to CareFlow within 24 hours. The Outpatients reception operates Monday to Friday 8am-6:00pm, and the successful candidate will be required to work on rota to ensure that the reception desk in manned between these hours Monday – Friday. This is a busy and varied role, and the post holder must possess excellent administration and communication skills. The successful candidate will be enthusiastic, willing to learn, eager to be an effective part of a friendly team, and able to use their initiative.

Main duties of the job

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format
• Communicate with patients who may be anxious, angry or upset
• Exchange relevant information with GPs and other health professionals
• Deal compassionately with distressing situations
• Liaise with other members of staff regarding case notes and patient visits
• Always maintain patient confidentiality
• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes
• Use own initiative to liaise with clinical staff and other colleagues where necessary regarding patient queries
• Apply knowledge to correctly code treatment appointments and first definitive treatments
• Assess patients’ demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS
• Plan for patient admissions, appointments and discharge
• Update information, admitting discharging and transferring patients on the patient information system.
• Work collaboratively with colleagues to ensure policies are adhered to
• Demonstrate workplace routines to less experienced members of staff
• Post holder is expected to follow all relevant protocols, SOPs and standard practice.
• Plan and organise own time and workload activity with prioritisation and liaising with team members

Detailed job description and main responsibilities

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format
• Communicate with patients who may be anxious, angry or upset
• Exchange relevant information with GPs and other health professionals
• Deal compassionately with distressing situations
• Liaise with other members of staff regarding case notes and patient visits
• Always maintain patient confidentiality
• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes
• Use own initiative to liaise with clinical staff and other colleagues where necessary regarding patient queries
• Apply knowledge to correctly code treatment appointments and first definitive treatments
• Assess patients’ demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS
• Plan for patient admissions, appointments and discharge
• Update information, admitting discharging and transferring patients on the patient information system.
• Follow all relevant policy and legislation
• Work collaboratively with colleagues to ensure policies are adhered to
• Demonstrate workplace routines to less experienced members of staff
• Post holder is expected to follow all relevant protocols, SOPs and standard practice.
• Plan and organise own time and workload activity with prioritisation and liaising with team members
• Use own initiative to solve problems and answer staff and patient enquiries
• Participate in rotational requirements to support the needs of the service, putting patient services before personal preferences. Provide cover during periods of annual leave and sickness for other administrative staff.
• Undertake any other duties as and when required.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.