Patient Administrator/stock Controller

2 months ago

Birmingham, United Kingdom Newmedica Full time

**WHO ARE WE?**

Newmedica is one of the leading providers of NHS-funded ophthalmology services in England.
- Our Purpose is to make a positive difference to people’s lives
- Our Vision is to change lives through better sight and eye health
- Our Promise is to use our expertise and compassion to help people feel special, reassured and cared for

We provide services for NHS CCGs, NHS Trusts and Foundation Trusts, and other providers of NHS funded services. We deliver over 125,000 patient interactions annually, including outpatient appointments, diagnostic testing and eye surgery. Our services are delivered through a variety of models including Managed Services and Ophthalmology Joint Venture (OJV) Partnerships.

**ROLE SUMMARY**

Reporting to the Operations Manager as Patient Administrator/ Stock controller this is a dual role giving variety on a daily basis.

As a Patient Administrator you would be responsible for ensuring that clinics are set up, that patient appointments are fully utilised and that appointment outcomes are recorded and filed. You will be managing the accuracy of all patient data including liaising with GP surgeries, clinics and patients and ensuring that Newmedica’s electronic patient record is up-to-date. Patient Administrators are also the central point of contact for all telephone queries from both patients and clinic staff.

As stock controller you would a be responsible for ensuring that the service maintains the right level of clinical & non-clinical stock by working closely with the surgeons, Lead Theatre Practitioner, Operations manager, and Operational director. You will be placing orders and liaising externally with key suppliers to maintain good levels of stock and working closely with our central Newmedica procurement team. As a key member of the team, you will take regular stock levels of the business and look for financial opportunities to ensure that our service is cost effective.

You will have a friendly and accessible personal manner and be able to deliver an effective service to Newmedica Birmingham. You will be able to work within small teams to maintain and enhance processes to maximise quality and efficiency. Newmedica has developed a strong relationship with the local ICB and the local Trust, and this post will be a pivotal part of that ongoing relationship.

**KEY RESPONSIBILITIES**

**PATIENT ADMINISTRATOR**
- Co-ordinate on a daily basis all changes required to clinic schedules. This includes updating our Patient Software CPM EMMA, clinic reports/overview and liaising with the Patient Administrator Lead.
- Book patient appointments, ensuring that clinics are full.
- Make daily reminder calls to patients before their appointment is due.
- Setting up patient files and sending out the required appointment letter and paperwork.
- To act as point of contact for all telephone enquiries from patients and clinic staff, resolving or escalating issues as appropriate.
- Maintaining a positive relationship with internal or external staff at every interaction.
- Maintain a committed approach to continued professional development and clinical governance, including participating in appraisal process, audits as required.
- Action all clinic cancellations accordingly as instructed. Take responsibility for reinstating clinics as necessary and rebooking all patients.
- Review waiting times and action accordingly. Have autonomy to identify if additional clinics are required to reduce wait times and escalate this to the Patient Administrator Lead. In contrast, identify and escalate to Patient Administrator Lead where there may be too much capacity and where clinics may no longer be required.
- Balance clinic workload and patient flow to ensure that the maximum number of patients can be seen during sessions without creating problems such as long waits. Take consideration of fluctuating DNA rates and cancellations.
- Book follow-up appointments on to appropriate clinics, wherever possible before patient leaves the department. Be aware of patients ‘to be booked’ and manage this list appropriately with consideration of Referral Treatment Times (RTT) and patients due 4 weeks ahead. Consider whether adequate capacity is open to meet this demand.
- Update patient data onto Opera system to ensure patients are referred for Community Post Cataract appointments.
- Update and post accurate data onto the National Ophthalmic Database (NOD) to ensure we are contributing to the monitoring of results.

**STOCK CONTROLLER**
- Placing all stock orders to ensure that theatre, clinic and treatment room have the consumables required in accordance with the schedule and stock management system Genesis.
- Chase late orders, receive in stock and ensure stock rotation minimizes wastage
- Maintaining stock levels in line with the schedule versus managing the cash flow
- Completing the stock audits monthly via Genisis.
- Ensuring that all reusable stock is turned around in a timely manner according to th

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