Lead Clinic Administration Coordinator

2 weeks ago

London, United Kingdom The London Skin and Hair Clinic Full time

Knowledge of Pabau or another patient booking software would be a bonus, but is not mandatory.

Reporting directly into our Practice Manager, the Lead Clinic Administration Coordinator plays an integral role in the day-to-day coordination of our services. Including, but not limited to the list below;
- Plan and manage the team’s rota, holidays and absence; ensuring we have adequate cover in clinic at all times and that the team are using their annual leave evenly across the year.
- Manage the team; including induction, monthly reviews, yearly appraisals, objective setting, targets and KPI’s, training (Blue Stream Academy) and coaching, return to work interviews and the managing of lateness and absence.
- Provide training to the team, including new starters, cross check and supervise their work and ensure they are following the clinic protocols and standard operating procedures for their department/role.
- Lead by example. Set the standard in your own work, ensure you have good time keeping and attendance, meet or exceed KPI’s and targets and be a champion for the company values and vision.
- Ensure that audits of your area are completed, as per the audit schedule. Follow-up with a meeting to discuss the results with the Practice Manager and look at actions to move forward and improve quality.
- Ensure the team are working to CQC standards, provide training and support on best practice. Team should be knowledgeable as to why we do the things we do, to help protect our patients and ensure caring service. (CQC does not overseen dispensaries, but we work to their standard).

I have included the job description for a Clinical Administration Co-Ordinator below, as the leader will also be expected to be able to cover what their team can do, train and support the newest team members and lead by example, demonstrating how we live our core values. (Our values; We are knowledgeable, We care, We are honest, We work together, We are ethical).

Clinical Administration Co-Ordinator - Roles and Accountability
- Answering all incoming calls promptly, greeting callers warmly and listening carefully
- Scheduling all appointments with the appropriate consultants using the booking system (Pabau)
- Confirming daily appointments when required
- Cancelling & rescheduling appointments as necessary
- Monitor and modify the consultants’ daily schedules to maximise occupancy
- The post-holder will be expected to maintain data quality, provide excellent customer service
- They will work effectively alongside our clinical and administration teams and act as the clinics ‘nerve centre’ to dictate planning and scheduling for our 2 operating theatres
- They will act as a key contact to consultant practices for bookings of routine surgeries as well as encouraging and organizing ad hoc sessions.
- Maintain accurate patient information and up to date information on the company clinical systems
- Contact insurance companies, embassies and 3rd parties for authorization. Organize quotes and invoices for self-funding patients.
- Assist with onboarding process for new consultants’ diaries
- Keep abreast of consultant leave and absences and offer out under-utilized space.
- Working towards ongoing volume targets where relevant. Partake in analysis and reporting of targets for weekly,
- Key custodian of the Self Pay / insurance enquiry process. Providing prompt, concise quotes and information to potential patients.
- Where necessary, help organize and support with ongoing projects
- Practice strict levels of patient confidentiality and GDPR.
- Act as a Company ambassador ensuring all interactions are conducted in a professional and helpful manner
- The post-holder will be expected to raise any problems and try and resolve queries and problems regarding the booking and rescheduling of appointments;
- Perform any other duties as requested from time to time as needed

**Job Types**: Full-time, Permanent

Pay: £29,500.00-£32,000.00 per year

**Benefits**:

- Additional leave
- Company pension
- Employee discount

Schedule:

- 8 hour shift
- Weekend availability

Work Location: In person

Application deadline: 04/05/2024
Reference ID: LeadCACLSAH

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