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Clinical Office Administrator

3 months ago

Woking, Surrey, United Kingdom Ashford and St. Peter's Hospitals NHS Foundation Trust Full time

This is an exciting opportunity to join our Outpatient MSK Physiotherapy Team inWoking Community Hospitalas a B3 Clinical Office Administrator.


The successful applicant will have the ability to work as part of the team in order to deliver a high-quality patient experience and administrative service for our team of Physiotherapists, display excellent communication skills, and have an understanding of delivering healthcare services.

You will need to demonstrate commitment to care quality and performance delivery, alongside being a team player with the ability to problem solve and work independently.

An understanding of the 18-week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, ERS, Evolve and Dictate IT. Previous experience of these systems is desirable, but not essential, as training will be provided.

Applicants should refer to the Person Specification to ensure they meet the criteria for the post.

The Clinical Office Administrator will;

  • Undertake a range of administrative and clerical activities including:
  • Reception duties, booking appointments, managing patient records and information, filing and dealing with general enquiries.
  • In addition the role will provide other clerical and administrative support to the out
- patient physiotherapy service as required.

  • The post holder will come in to direct contact with patients, carers, relatives and healthcare professionals.
Ashford and St.

Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.


Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country.

There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing.

We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

The main responsibilities are;

  • To use the Trust's information systems appropriately in the outpatient physiotherapy department to record all referrals ensuring data accuracy with patient details, referrer details and referral dates highlighting any referrals which require urgent attention and investigating any discrepancies or missing information.
  • To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required.
  • To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment.
  • Work with the iMSK admin hub to process iMSK referrals for health professional teams.
  • To undertake the full range of reception duties for the outpatient physiotherapy department.
This will include assisting patients whilst checking in, out-coming appointments and rebooking appointments with the patient.

  • To deal with telephone enquiries regarding all outpatient physiotherapy appointments and to make appropriate changes/amendments using the Trust's information systems in line with departmental guidance.
  • Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation.
  • To advise patients of non-clinical information e.g. outpatient waiting times.
  • To update the waiting list records as required.
  • To prepare patient records and physiotherapy patient lists for each therapist.
  • To be responsible for booking transport for patients and liaising with the transport services to ensure that patients' arrival and return journeys are planned in conjunction with patient need and clinic requirements.
  • To file and archive clinical records
  • To run daily reports and any other ad hoc reports from the Trust's information system.
  • To be responsible, in cooperation with the senior admin + physiotherapists for cancelling clinics in the event of unplanned absence adhering to department policies.
  • To discharge patients in line with the departmental policies and procedures.
  • To make changes to clinic templates as required
  • To collect, open and date stamp post for the department.
  • To undertake photocopying and other general clerical duties as required for the department.
  • To attend staff meetings and any other meetings as appropriate.
  • To liaise with GPs, medical staff, wards, physiotherapists, Hand Therapists, iMSK admin hub and colleagues as required.
  • To provide cover