Administrative Officer

3 weeks ago

Cardiff, United Kingdom Advanced Medical Simulation Online Ltd Full time

An exciting position has arisen for an administrative Officer to work in the private sector.

Advanced Medical Simulation Online together with its subsidiaries Medical and Educational Academy and AMSO Healthcare are independent providers of postgraduate medical education and healthcare, offering institutions and their health care professionals the opportunity to develop skills and knowledge, which ultimately will help staff and individuals furthering their careers. We also undertake R&D in novel immersive VR technology to deliver remote coaching of healthcare-related practical skills.

**The Role/Duties**

The duties also include;
**Medical Education**
- Liaising with clients (Students) and faculty (written & verbal).
- Diary management.
- Maintaining and updating course modules on the Medical & Educational Academy “WeLearn” portal.
- Supporting faculty with students’ management.
- Assist with the development of policies and operating procedures.

**Healthcare - Oak Tree Clinic**
- You will answer clients’ calls and welcome visitors and patients to the clinic.
- You will register new patients by taking the necessary information and entering these on our electronic patient management systems and communicate with them before and after they attend their appointment.
- Your role also includes scheduling appointments for registered patients and keeping the clinical team informed of their daily appointments. You will also ensure that patients are kept updated of changes in scheduled appointments and communicate the outcome of their visits.
- You will invoice patients and take payments on-line or in-person.
- You will familiarise yourself with the clinic’s operations and protocols and thus will be able to provide correct answers to patients’ questions. As part of clinic protocols, you will collect and manage vital information about patients, including their health history and personal information, therefore professional discretion is key to your role.
- Other duties include evaluating office inventories and accessories by checking stocks to determine availability of materials. Where available stock is inadequate, you will liaise with management to place orders for them, inspect the materials supplied to the clinic for accuracy and durability, verify their receipts and store them.
- Maintenance of confidentiality is an important part of your job. Therefore, you are expected to handle patients’ information discreetly, keeping their files safe and accessible only to the clinical staff and insurance officials in the event of any insurance claims.
- Where the need arises, you will be expected to contribute to other sections of the business, i.e., research and development
- Perform other duties occasionally which are not included above, but which will be consistent with the role.

**Key tasks**
- Greet and welcome visitors and patients to the clinic; make them comfortable while taking information regarding their visit.
- Arrange appointments to patients and inform the clinical team of their arrival.
- Process patients’ files and explain the clinic’s policies to them.
- Ensure that stationery needed for the smooth operation of the reception desk are always available.
- Ensure that the clinic is opened at the appropriate time as directed by the clinic manager and supervise cleaning of the clinic to maintain a clean and healthy environment.
- Ensure that patient data are accurate and are updated at each visit.
- Check stock of equipment and inform management of shortages.
- Collect revenue by recording financial information; collect charges for services; and record third party claims under the direction of the clinic manager.
- Understand insurance packages and make necessary documents available to insurance agents when the need arises.
- Inform patients when test results have been confirmed as instructed by clinical staff.

**General Essential Attributes and Required Skills**
- Evidence of excellent communication skills both written and oral, with a confident, convivial telephone and personal manner.
- Mature yet flexible attitude/initiative and with the ability to work on own or within a team.
- Ability to handle confidential information in a professional manner.
- Excellent organizational and prioritising skills.
- Self-disciplined.
- Good attention to detail.
- High level knowledge and proficiency of Office software (Word, Excel, PowerPoint, and Outlook).
- Experience with WordPress software and content management system is an advantage.
- Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure delivery of a quality service.
- Proven experience in use of social media across all platforms - Facebook, Twitter, Linked etc.
- Knowledge of Google based tools.

**Attributes and Qualities Required of the Clinic Receptionist duties**
- Computer literacy and demonstrable experience with Microsoft Office software are essential.
- Experience of working in a healthcare enviro

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