Administrator (Ophthalmic)/receptionist (Care

7 months ago

Faversham, United Kingdom Faversham Medical Practice Full time

Ophthalmology Services Answer the eye services phone line, deal with queries and make appointments for patients to consult with eye clinic clinicians. Registration of patients on the Eye Clinic Software using the Practice computer and updating of address and contact details. Ensure patient test results are available for next appointment and forwarded onto patients own GP. Prepare clinic lists and ensure paperwork is available for each patient.

Send out appointment letters in a timely manner. Record and manage triage of new referrals. Print out clinic letters and distribute to relevant parties in timely manner. In conjunction with the Community Services Manager, plan clinic dates at least 3 months in advance.

Rearrange clinics where necessary. Manage minor op lists to ensure optimal benefit for practice and patients. Manage waiting times and bring it to the attention of Community Services Manager in a timely manner if waiting times are going to exceed targets. Filing of paperwork.

Putting away, rotate and tidy stock. Co-ordinate appointments for follow up clinics. Ensure adequate staff are available for clinics i.e. 2 nurses for certain minor ops, in conjunction with the Community Service Manager and relevant Clinician.

Collate and input patient satisfaction scores producing quarterly reports. Deal with day to day enquires and change of appointments for patients. Liaise with hospital eye service and other providers. Keep all stationery including questionnaires, referral forms up to date and well stocked, informing Community Services Manager where appropriate.

Attend eye clinic meetings and minute these if required. These meetings may be outside of normal working hours. Cover eye clinic reception when required. Liaise with clinicians concerning queries, messages and triaging.

Attend practice meetings and training as necessary. Any other clerical task delegated by the Partners, Business Manager or Community Services Manager and which is within the scope of the post holder. Enhanced Services Act as Practice Administrator for claims related to Enhanced, National or Local Services. Act as Administrator for processing the Practice Prescription Pricing Authority (PPA) claim.

Clinical Services Keep up to date with any changes in contracts and specifications to assist with making claims. Receive and action as appropriate the patient tracker - this might include booking in patients and sending them information, contacting Consultants and liaising with the Trust. Take part in meetings as appropriate. To ensure correct SNOMED (READ) codes are being used and all patient activity is being correctly recorded in the computer system.

Set up and complete monitoring spreadsheets where necessary within the practice. Assist with checks on activity to ensure correct procedures and timescales are being adhered to. Monitor activity and patient satisfaction for all integrated services. Respond to queries and liaise with outside agencies where appropriate.

Urgent Treatment Centre Assist the Finance Manager with the monthly claim, processes, policies and protocols. Attend meetings where appropriate. Practice Accounts Assist the Finance Manager with monthly invoicing, processes and data collection. Assist the Finance Manager with checking of delivery notes.

Assist the Finance Manager with filing of invoices. Reception cover (when required) Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional. This may be for GP or nurse/Health Care Assistant clinics, Urgent Treatment Centre or any other service as required. Processing and distributing incoming (and outgoing) mail.

Taking messages and passing on information. Filing and retrieving paperwork. Processing repeat prescriptions in accordance with practice guidelines. Scanning of post, new patient notes, previously filed patient notes and other documents as required.

Administrative duties including Urgent Treatment Centre processes, policies and protocols. Chaperoning duties. Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures. Providing help and information to patients and visitors.

Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers. Clearing and re-stocking consulting rooms as required. Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning. Ordering, re-ordering and monitoring of stationery and other supplies.

Re-stocking the stationery cupboard with these supplies. Provision of refreshments for staff and visitors as required; washing up afterwards and keeping the kitchen area clean and tidy. Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter. Act as Practice

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