Clinical Services Support Administrator

3 months ago

Bognor Regis, United Kingdom Innovations in Primary Care (IPC) Full time

**Job summary**

**Are you an experienced Administrator.**...An opportunity has arisen for a Clinical Services Support Administrator to cover **3pm to 8pm on Fridays** at Flansham Park Health Centre, Bognor Regis.

You will be working closely with the Assistant Service Managers to support in the delivery of all IPC Clinical Services. Ensuring services are effective, safe and sustainable with a positive experience delivered for our patients and customers.

Responsible for representing IPC in a positive, professional and consistent manner in accordance with company procedures, protocols and within agreed contractual boundaries. Working flexibly and with the ability to adapt to change in accordance with business needs, to maximise service provision.

**JOB RESPONSIBILITIES**:
**Host Site Support**
- Opening and closing sites following agreed host site security processes.
- Setting up of designated clinical and patient waiting rooms.
- Ensuring the safety and security of the host site at all times, escalating concerns where necessary.
- Meeting and greeting all service users to the host site.
- Arriving all patients using the designated clinical system, complying with GDPR and confidentiality at all times.
- Supporting the smooth running of all host site clinics, being the point of contact for onsite clinician and patient queries.
- Maintaining the safe storage and security of all IPC clinical equipment, medicines and stock throughout the clinic and before leaving site.
- Ensuring the host site is left clean and ready for use by another service at the end of every shift.
- Replenishing host site stock levels to ensure the clinic is safe and effective.
- Undertaking monthly stock checks, complying with the clinical services stock control process.
- Notifying ASMs of any issues that affect the running of the clinic at the host site, not limited to IT issues, equipment failures and safety concerns.
- Promoting positive working relationships with all host site personnel.
- Representing IPC in the community with utmost professionalism, including complying with the IPC Dress Code Policy.

**Remote Service Support**
- Supporting the smooth running of remote clinics, being the point of contact for remote clinicians, including subcontracted clinicians and patient queries for these clinics.
- Checking all remote clinics have been actioned and completed, alerting appropriate personnel of any delays or lists being incomplete if unable to get hold of the responsible clinician.

**Referral Co-Ordination**
- Processing all inbound and onward patient referrals for IPC Clinical Services.
- Arranging appropriate triage or initial consultation for inbound referrals according to agreed service specification.
- Collating additional information from referrers where necessary to ensure referrals are actioned according to target timescales.
- Returning inappropriate referrals to the referring practice according to agreed service specification.
- Ensuring all appointment bookings are made accurately and communicated clearly to patients.
- Liaising with other clinical services providers to ensure the patients journey is maintained between providers.
- Undertaking quality assurance checks to enable effective and timely patient flow between departments/providers of clinical services, both internal and external organisations.

**Patient Records Administration**
- Registering patients on the relevant IPC clinical systems.
- Inputting, updating and retrieving patient data in a timely manner.
- Ensuring all information is held in a secure and confidential manner in line with GDPR.
- Completing all patient tasks, checking throughout your shift to ensure nothing is missed.

**Scheduling**

**Customer Service**
- Assisting all service users with their enquiries in a timely manner.
- Responding to service users with a kind, courteous and professional approach.
- Ensuring messages are communicated accurately and actioned according to agreed processes.
- Liaising with colleagues at other host sites as necessary to ensure seamless transfer of duties.
- Escalating any communications that require the attention of the SM or ASMs.

**Flexibility**
- Supporting a hybrid working model to maximise service provision.
- Accessing all IPC Clinical Services host sites, sometimes at short notice, covering for annual leave and sickness, according to business needs.
- Contributing to the addition of new host sites as required through business needs within the federation boundaries.

**General**
- Contributing ideas for changes and improvements to the service.
- Attending all appropriate mandatory and statutory training as required by the organisation and /or their professional bodies.
- Engaging in an annual appraisal, to maximise the benefit from this process the employee must engage fully in the review and agree with their Manager, team and personal objectives.
- Undertaking any other appropriate duties when required demonstrating both flexibility and support a

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