Medical Agency File Handler

3 weeks ago

Manchester, United Kingdom Express Solicitors Full time

Ontime Reports Ltd is a specialist medical agency, which provides expert appointment-booking support to personal injury lawyers and their clients, medical records pagination and other specialist services

We are currently seeking to recruit a Medical Agency File Handler (Business Support Officer) to join our vibrant team of 36 people, who provide excellent customer service in a fast-paced environment.

Primarily, your role will be providing support to solicitors (and their secretaries), clients and experts. Duties will include arranging appointments, liaising with specialists, clients & third parties, invoicing, organising and reviewing medical records. Once fully trained, you will be responsible for your own client files.

We offer an individual mentoring programme; an incentive programme, (including vouchers, early finishes, late starts & chocolates) and a recognition scheme where team members can acknowledge their colleagues for their hard work.

**Job description**

You will provide business support by undertaking the following duties:

- Instructing experts to provide reports on behalf of a solicitor and keeping open and effective communication regarding appointments, reports and information.
- Obtaining medical records from hospital trusts, GP’s surgeries, and other healthcare providers.
- Sourcing suppliers, arranging rehabilitation appointments and investigations.
- Obtaining quotations and invoices from experts and rehabilitation providers.
- Providing breakdowns of agency work and anticipated disbursements to Costs Lawyers, obtaining invoices and chasing payments.
- Quality Checking and processing incoming mail and expert reports into the case management systems.
- Accurate recording of time expended in various activities on our case management system.

**Person specification**

Required Qualifications/Training
- GCSE English & maths at Grade C or above, or equivalent

Required Attributes
- Knowledge of Microsoft Office packages including Word and Outlook.
- Excellent written and spoken English with the ability to have high levels of accuracy and attention to detail.
- Ability to maintain client confidentiality at all times and commitment to customer service.
- Ability to deal with high volumes of work and manage conflicting priorities.
- Ability to take ownership, responsibility and work as part of a team.

Desired Attributes
- NVQs or qualifications in business administration.
- Experience of working in a medical setting would be of a distinct advantage.
- Experience of working in a law or legal services firm.
- Knowledge of Proclaim or other case management systems.
- Highly dedicated, idea-generating individuals who are committed to providing excellent customer service.

**Salary, Hours & Benefits**
- The salary is £19,425.00 to £22,472.81
- Our standard working hours are 8:30am to 5:30pm Monday-Thursday and 8:30am to 5pm Friday.
- Individual mentoring programme for each team member.
- ‘Service Pledge Hero’; ‘Employee of the Month’ and ‘Top Call Handler’ incentives; rewarded with vouchers, chocolates, early finishes or late starts.
- Thank you’ scheme where team members can appreciate and recognise their colleagues, this can be mentions on Microsoft Teams, Tags on our Rewards Tree, postcards or stickers.
- 23 days holiday, we reserve three of these days to be used for the closure of the business during Christmas and New Year. Entitlement will rise 1 day per year to a max of 26 days per year of service, plus bank/public holidays.
- Absence incentive: employees who complete three consecutive months with zero unplanned absence earn an additional half a day’s annual leave.
- Three holiday buy backs per year after 1 year of service.
- Optional pension salary sacrifice scheme after 3 months.
- Private medical insurance available after 2 years’ service.
- Death in Service - 2x salary based on annual salary only - eligibility commences when you join the company.
- Active social events both team and firm wide.
- The opportunity to join various groups such as Diversity & Inclusion, Netball, Football, Running and more.
- Employee Assistance Programme.

**Recruitment Process**

Interviews will be conducted by MS Teams or Telephone and will include scenario-based questioning.

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