Patient Access Coordinator

Job overview

The Theatres, Anaesthetics and Perioperative Medicine (TAP) Directorate supports the patient journey from Pre Operative Assessment through to surgery.

This administrative team covers a number of clinical areas responsible for dealing with patient queries, scheduling and making admission arrangements, including clinic management and Theatre Reception.

The Trust patient management system is Epic, training will be provided as required.

Staff are rostered on a shift basis, with a mixed working pattern, including Saturdays as part of the working week.

Theatre Reception and the Surgical Admissions Lounges are staffed Monday to Saturday 07.00 to 20.00.

Sunday and Bank Holiday working may be required in the future as the services develop.

Enhanced pay rates are available for any weekend hours worked.

Staff are assigned to one team, but may be asked to cross cover in another area.

Main duties of the job

• Booking appointments, answering calls and respond to correspondence in a timely manner.
• Provide high quality administrative support to the department.
• Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead for short periods of time.
• Provide advice and support to new or less experienced employees on own administrative duties.
• Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.
• Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
• Undertake any other reasonable duties necessary to ensure the smooth running of the service.
• Reception duties by welcoming, arriving and departing the patients attending appointments.

Detailed job description and main responsibilities

• Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.
• Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required.
• Photocopying, collation and distribution of reports, correspondence, handouts etc.
• Establish and maintain accurate and efficient filing systems.
• Ensure the department is maintained and kept tidy at all times.
• Covering front desk duties as required.
• Reporting and monitoring any maintenance / facilities as appropriate.
• Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site.