Clinic Administrator

2 months ago

London, United Kingdom Dakatra Ltd Full time

**Administrator & Referral Management Assistant**

**Overview**

An exciting opportunity has arisen for an Administrator and Referral Management Assistant to join a relatively new start-up organisation with a huge potential for growth and development.

**About us**

**Location**

At our new treatment centre in Rotherhithe, Dakatra, Unit 2 City Business Centre, London, SE16 2XB

**Hours of work**

Full time 40 hours per week, normally 9am-5pm Mon-Fri but flexibility and occasional Saturday availability helpful.

**Job overview**

The post holder will be part of our referral management team based at our Head Office in Rotherhithe, processing large volumes of referrals. They will have direct responsibility for receiving, logging and assigning referrals appropriately to waitlists, dealing with enquires and despatching correspondence. The post holder will monitor waitlists on our Dentally software, maintain accurate records and be proficient in Microsoft Office. The post holder must have the ability to work with a degree of autonomy, be proactive, organised and confident with dealing with enquiries from both referrers and patients. The post is office-based.

The post-holder must maintain strict patient, staff and organisation confidentiality at all times.

**Main Duties**
- To be responsible for receiving, processing, and co-ordinating referrals
- To provide non-clinical advice and information about clinic appointments, procedures and arrangements, responding to patients’ questions, concerns or complaints over the telephone, resolving issues as appropriate and escalating them to the line manager / clinical team as required.
- To be pro-active in reminding patients of appointment slots as necessary to ensure maximum attendance, reducing DNAs.
- To take messages accurately and ensuring they are passed on to the appropriate person in a timely manner
- To act as a first point of contact for all enquiries, sometimes of a highly confidential nature, screening/filtering enquiries, taking accurate and full messages as appropriate and referring as necessary
- To utilise facilities of local Post Office and courier services as required
- To perform any other clerical tasks as deemed necessary from time to time by the directors and management.

**The post holder must**
- Work independently on all aspects of the role, managing own workload and exercising autonomy and control whilst recognising when it would be appropriate to seek advice or assistance
- Be responsible for ordering and maintaining accurate office supplies of stationery and equipment
- Ensure all telephone and personal enquiries are dealt with appropriately, in a timely manner, with a confident and positive customer care approach
- Communicate with tact, empathy, understanding and discretion with members of the public, colleagues, patients, carers, and staff when dealing with enquiries or complaints
- Provide clerical and secretarial support for the clinical staff as required
- Occasionally assist with other administrative duties during periods of absences of other staff
- Be responsible for information processing including the updating of monitoring forms, checking waiting lists and maintaining referral databases
- Monitor clinic diaries and note cancellations of appointments and offer vacant slots to other patients on the waitlist
- Be able to recognise the importance of confidentiality and sensitivity of healthcare matters at all times and be able to act, using the utmost discretion.
- Play a pro-active role in ensuring the smooth running of all office systems

**Other duties and responsibilities may include**
- Ensuring full compliance with the Data Protection Act and confidentiality policies
- Reporting equipment failures and arranging appropriate service-engineers to correct faults.
- Dealing with correspondence to and from clinic staff.
- Undertaking the management of data collection and preliminary analysis of clinical and clerical audits and other ad-hoc projects for managing the service,
- Undertaking any other duties as required by the senior management team which are appropriate to the post.

**Person specification**

**Education / Qualifications**
- Good general education
- Evidence of IT training or relevant experience / training

**Skills & Abilities**
- Good communication and interpersonal skills (verbal and written)
- Be proficient in English
- Organised and methodical
- Ability to deal with patients’ needs in a caring and sensitive manner.
- Be able to work under pressure and meet targets
- Be efficient and accurate in record keeping
- Have an excellent professional telephone /reception manner.

**Knowledge & Experience**
- Previous Experience in inputting data
- Competent in Microsoft office

**Salary**: £11.00-£13.00 per hour

Schedule:

- Day shift

Application question(s):

- provide at least the first half of a postcode from where their daily commute will begin to assist the employer in assessing commuting reliability.

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