Radiology Administrator

**Job Title**: Radiology Administrator & Receptionist

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

Vitalscan is a new private diagnostic clinic opening in early 2023.

**1. JOB PURPOSE**:
This is a role as Radiology Finance Administrator & Radiology Receptionist. To provide a high quality radiology finance administrator service, to ensure that a high quality financial support service is maintained, working as part of a team and under the overall guidance of the directors provides an effective and efficient imaging service.

To provide a professional reception and appointments system for all modalities in the Radiology Departments at Vitalscan. To be the first point of contact in person at the radiology reception desk and on the telephone for patients, staff and consultants. Must have full working knowledge and understanding of radiology investigations, information systems and booking protocols. 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**

**Radiology Administrator**
- To raise outpatient invoices for all radiology patients
- Familiarisation with all medical insurance schemes available and use of Healthcode.
- First point of contact for account queries and problems with regards to financial aspects of patient’s radiology visit
- To communicate effectively and empathetically with patients and their relatives/carers
- Undertake routine clerical tasks such as filing and photocopying, scanning of supplier invoices, ordering of office stock, and general office duties and assistance in other areas if needed
- Support clinical staff in correct completion of patient charge sheets
- Produce radiologists accounts monthly

**Radiology Receptionist**
- Greet patients in a welcoming friendly manner, book patients into the department, confirming records of the patient details are accurate and up to date ensuring amendments are made on RIS/CRM where necessary in real time. Perform a credit card swipe when required.
- Interpret request information to ascertain examination request and scan, allocate and book patient requests/appointments on to the RIS system with appropriate radiologist and/or in appropriate timeslot, ensuring patient details are correct.
- Liaise with Radiographers / Radiologists regarding vetting / protocolling requests within a timely manner and discuss concerns regarding duplicate requests.
- Have a clear understanding of appointment procedures with knowledge of each individual consultant speciality.
- Advise patients in a professional manner on sensitive issues such as LMP dates (10 day rules / menstrual cycles)
- Book appointments in person, via telephone and online. Ensure the correct appointment letter processed indicating correct examination prep.
- Carry out required reception desk tasks on a daily basis
- Process any paperwork left from previous day or which arrives during the day and Check Diagnostic Inbox for any requests sent in electronically and process
- Assemble radiologists sessions for the following days and ensure paperwork present
- Check upcoming appointments for any errors and correct
- Check Pending list daily for any patients who are due to be contacted according to their request
- Fill last minute appointment slots due to cancellations ensuring maximum efficiency and full use of services are met updating relevant staff of changes to booked lists.
- Inform patients with accurate instructions regarding examination prep (to attend with a full bladder / fasting), answering and seeking answers to any concerns.
- Direct patients to the appropriate waiting area and ensure patients are given appropriate instructions for their radiology examinations. Monitoring of patients in waiting area.
- At times referrals require some investigation to confirm whether a patient may need special assistance. This is considered when booking a room / consultant.
- To act as the primary contact for telephone enquiries, Whatsapp and social media messages from patients, consultants, GP practices, admin and clerical staff as well as other healthcare professionals in a proficient manner to a satisfactory conclusion whilst remaining calm in the face of anxious and/or emotional patients and relatives.
- Ensuring requests for copy images from medical professionals are from a reliable source.
- Generally assist patients as part of their work, but other duties might involve the manual handling of patients, when assisting radiographers during a major patient incident.
- To undertake any other duties not specified within the job description as determined by the Radiology Manager
- Exercise initiative, prioritise own workload and act independently
- Multitask daily, maintaining the ability to complete each task correctly
- Demonstrate team work and at times cover for colleagues leave/sickness
- Report any failures/maintenance issues