Patient Administration Clerk

Job overview

The Oncology division at the Royal Surrey is looking for an enthusiastic applicant to join us as a Patient Administration Clerk on a temporary basis to cover Maternity Leave until February 2027

We are looking for someone who is engaged and experienced in patient administration to join our busy and forward thinking Oncology division.  The role will require working within our wider administration team, supporting the division with providing a high quality outpatient & administrative service.  We are looking for someone who has excellent communication and organisational skill, with a good understanding of IT systems.

Here at the Cancer Centre, we aim to provide first class, high quality care for all of our patients in a friendly and professional setting.  Our services have received national recognition and praise and our patients benefit from the latest and most innovative treatments available, delivered by a team of committed and highly skilled staff.  You will be joining our team of Oncologists, Specialist Registrars, Specialty Doctors, SHOs, AHP’s and Specialist Nurses.   The Oncology division puts patients at the heart of everything we strive to deliver and achieve.

For an informal discussion regarding this post, please contact: Michelle Pullen, Oncology Bookings Team Leader ([email protected]) or Sam Heighes, Assistant Specialty Manager ([email protected])

Main duties of the job

The Patient Administration Clerk role is a key position within the Division’s Outpatient administration structure, assisting with providing a high-quality Outpatient service.

Provide support across a range of administrative functions including appointments, registrations, reception, day unit admissions and clinic preparation, dealing with enquiries from outpatient staff, referring practitioners, patients and other health service organisations

The division has recently completed its £6+ million expansion and refurbishment project of the outpatient areas to improve and modernise the overall patient experience, increase the centre’s footfall and provide spaces that better serve patient privacy and dignity.

Detailed job description and main responsibilities

Booking of new and follow up appointments using the Trust’s Millennium EPR system. Generate appointment letters to patients and send appropriate leaflets or telephone patient if lead-time is insufficient Co-ordinate outpatient appointments with Consultants, Secretaries, Chemotherapy Nurses and Radiotherapy. Register new patients using current procedures and update Millennium EPR, the Trust’s e-Prescribing system and Somerset Cancer Registry as required e.g. personal details, clinic outcomes Recording of retrospective Chilworth Day Unit day-case admissions within Millennium EPR for coding purposes. Liaise with medical secretaries, keep appropriate records of appointments made Coordinate hospital transport for patients as required as per Trust policy Work in conjunction with the Chemotherapy co-ordinators registering & scheduling new patients as and when required Deal with patient enquiries (by telephone and in person)

Provide reception cover within the division on a regular basis Greet patients and visitors to the Cancer Centre and book patients in to relevant clinics, when required Assist with the preparation of clinics and the uploading of documentation to the patient’s record as required Contribute to the daily rota for filing results, notes and distributing post within the SBU Any other duties appropriate to the grade and nature of the post To record patients’ deaths into the Trusts administrative system and maintain records updated on ongoing basis To support cover for annual leave and sickness To attend training courses that are relevant to day to day work To update clinic templates and block where necessary according to Consultant/registrars leave or Educational half days. To ensure rescheduling of patients and correspondence has been sent where necessary when templates have been amended Actively log and track Cancer Waiting time referrals Liaise with GP surgeries, as necessary