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Clinic Administrator

3 months ago

Milton Keynes, United Kingdom Vitalscan Limited Full time

**Job Title: Clinic Administrator & Receptionist**

**Location/Base**:Vitalscan, 100 Avebury Boulevard, Milton Keynes, MK9 1FH

Vitalscan is a private radiology diagnostic clinic that opened in early 2023.

**1. JOB PURPOSE**:
This is a role as Clinic Administrator & Receptionist.

To provide a high quality radiology administrator service, working as part of a team and under the overall guidance of the centre manager & directors, to provide an effective and efficient imaging service.

To be the first point of contact at the reception desk and on the telephone for patients, staff and consultants.

To work as part of a highly trained and experienced team, exercising initiative and prioritising workloads, whilst following departmental policies and procedures.

**2. KEY JOB ACCOUNTABILITIES**
- To welcome patients at reception and book them on to the radiology administration system.
- To answer phone calls from patients and referrers. To deal with queries via our CRM ticket system. To direct clinical queries to the radiographers.
- To contact referred patients, to book them on to the radiology administration system and capture their insurance details.
- To send patients or referrers their scan reports
- To contact GPs or referring specialists if there is an urgent or unexpected finding on a scan
- To collect payments by card, and generate invoices if required
- Advise patients in a professional manner on sensitive issues such as LMP dates (10 day rules / menstrual cycles)
- Inform patients with accurate instructions regarding examination preparation (to attend with a full bladder / fasting).
- Assist the centre manager in gathering data to allow for monthly invoicing.
- To seek feedback from patients, via questionnaires or Google reviews
- Generally assist patients as part of their work, but other duties might occasionally involve the manual handling of patients, when assisting radiographers during a major patient incident.
- To occasionally undertake any other duties not specified within the job description, as determined by the Radiology Manager
- Demonstrate team work and at times cover for colleagues leave/sickness
- Report any failures/maintenance issues to appropriate area
- Display excellent communication skills, act in a professional manner with sensitivity and discretion both in person and on the telephone often communicating with emotional patients/relatives using judgement and experience
- Maintain a strong professional working relationship with radiography staff, consultant radiologists and all clinic staff, occasionally being put on the spot to find solutions for urgent patients and queries.
- To attend and contribute to staff meetings
- Train new staff on appointment systems and monitor quality of training in conjunction with senior staff.

3. MANAGERIAL COMPETENCIES
- To lead by example and to actively promote our values and ensure that our mission statement is always at the heart of your departments service delivery.
- To ensure the effective management, recruitment, development, guidance, recognition, communication, coaching and training of all direct reports is according to Vitalscan operating procedures and our company policies.
- To create the right working conditions and ensure that resources are available; more importantly, creating a culture, working relationships and the motivation to inspire people to be their best by always promoting a positive working environment.
- To always be a solution orientated problem solver, be technically savvy and ensure the proper controls of the resources under your control. To continually seek ways to improve efficiencies not only in your own department but in our business and to raise them appropriately to your line manager.
- To actively contribute to the future success of the organisation and in particular to your department by identifying new opportunities; by recommending, developing or improving services.
- To have a clear vision of the organisations objectives and the capability to communicate that vision to all direct reports so that they are inspired to share it and work collaboratively to achieve it.

**Benefits**

We offer employees a competitive salary, which includes 35 days annual leave inclusive of bank holidays. 40 hour week.

**Essential requirements**

General standard of education to GCSE including English. Good secretarial skills and IT literate including the use of Microsoft ‘Office’. Direct hands-on experience of finance, office administration and/or secretarial roles. Excellent organisational skills - able to manage themselves and others effectively. Good communications skills. Receptionist experience in the healthcare industry is advantageous. Enthusiastic. Self-motivated. Proactive. Customer service experience.

**Desirable requirements**

Previous experience in financial control. Ability to work on own initiative RSA 2 word processing or equivalent. NVQ level 3 or equivalent. Formal secretarial or administration training and