Patient Services Administrator

2 months ago

Epsom, United Kingdom Epsom and St Helier University Hospitals NHS Trust Full time

Surrey Downs Health & Care

The team cover the operational hours between 8am to 8pm, and working times will be arranged to cover the service needs on a rota basis

Main duties of the job
- Work within Single point of Access and part of the wider clinical administration team to deliver an efficient and cost effective administrative service across the Community Services division.
- Provide a high quality efficient administration service to clinicians, team leaders and clinical managers across services within their site to support the smooth running of clinical services.
- Provide a patient focused service by responding to all queries from patients, referrers and staff in a timely and professional manner
- Work with telephonic equipment and software used to support the Referral Management.
- Work within the Community to cover clinic receptions, when required.
- Provide a high quality customer care first point of contact service. This may involve the delivery of reception or telephone helpline services as well as in the support of clinicians to co
- ordinate their clinical workload.
- Working with small delegated team of administrators delivering specific services such as clinic reception, hospital out-patient clinic reception, ward admissions, general administration, as appropriate to the business unit.
- Contribute to the review & evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made.

Surrey Downs Health and Care (SDHC) deliver care closer to people’s own communities through our Primary Care Networks and our innovative partnership of local NHS organisations.

Surrey Downs Health and Care has a track record of providing person centric care that goes beyond organisational boundaries to do what is best for the individual. This partnership includes:

- The three GP federations representing practices that operate in the Surrey Downs area
- CSH Surrey
- Epsom and St Helier University Hospitals NHS Trust
- Surrey Council County

We collectively aspire to be an exemplar of how to deliver the highest quality and best value care in a complex health and care environment.

Detailed job description and main responsibilities

Administration
- Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective
- Responsible for taking receipt of patient referrals and inputting appropriate information into the electronic patient record
- Responsible for liaising with GPs regarding patient referrals both verbally and in writing
- Responsible for allocating patient referrals appropriately within services
- Manage any supplementary information required to support referrals
- Communicate clearly and concisely with clinical colleagues to ensure effective processing of referrals and patient information
- Responsible for answering referrers and patient queries in a polite and courteous manner and appropriately transferring any calls which cannot be answered
- Responsible for appointment management on electronic patient record system
- Responsible for providing accurate written confirmation of appointments to patients
- Responsible for taking receipt of new patient information and inputting appropriate information onto electronic patient record
- Administer processes to collate satisfaction feedback from patients and referrers
- Ensure divisional service needs are met through the delivery of a cohesive administration service
- Responsible for maintaining the integrity of patient data on electronic patient record including the creation and updating of records
- Deal with incoming/outgoing correspondence from both internal and external agencies efficiently and effectively
- To ensure all letters, memos and reports created by the team are on time and to a high standard of accuracy and follow Trust branding guidelines
- Participate in team meetings, including typing and distributing minutes, booking rooms and arranging refreshments
- Open and appropriately distribute or action incoming post
- Work with colleagues in the services to maintain accurate clinical diaries for appointment booking
- To create and maintain databases/spreadsheets, inputting information and ensuring that all information is accurately recorded
- Provide information to technical colleagues in the Division to help inform reports as required
- Maintain accurate electronic and paper
- based departmental records, ensuring that documentation is easily accessible and archived appropriately
- Undertake audits and surveys as requested
- Work with computer software as required such as MS Office software
- Work with telephonic equipment and software used to support the Adult Referral Centre
- Support the Community Base Team with covering patient clinic receptions, when required. Providing excellent patient care.

Communication
- Responsible for answering and actioning calls coming into the base administration team within designated timefr

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