Private Administrator and Junior Medical Typist
4 weeks ago
Healthshare Clinic Norwich is a leading independent community healthcare organisation in the UK, trusted by patients, chosen by policy-makers, and regarded with pride by all our team. We aim to continually evolve and learn through evidence and experience to help people improve their health.
Main Duties of the Job- Provide an efficient and effective bookings administrative service, prioritising workload in accordance with business need.
- Ensure all work is undertaken to the highest standard and in accordance with the Key Performance Indicators as specified by Healthshare in-house targets.
- Answer incoming calls in a professional manner and provide an excellent level of service to patients.
- Call patients to book initial appointments, theatre, and arrange follow-up appointments.
- Be fully competent in the use of Soliton, System One, and IEP.
- Effectively manage the outcome sheets for each service, ensuring the requirements of the consultant are added to System One.
- Manage room openings on System One as and when required and also any room cancellations, making sure that all Healthshare private patients are informed as well as medical secretaries to inform their patients.
- Print theatre lists, labels, and any post-ops or patient information required by the consultant for theatre procedures.
- Scan any results (bloods/diagnostics) or additional paperwork relevant to the patient to their file.
- Ensure the correct use of work lists, including scheduling, DNA, cancellation, on hold, and flags, etc. (Soliton). Awaiting consultation, awaiting diagnostics, FU booked, surgery booked, etc. (System One).
- Work collaboratively and provide support with key stakeholders, such as patients, relatives/carers, medical secretaries, operational managers, and company directors, clinical staff, GPs, and consultants.
- Coordinate with private GPs and consultants, including their medical secretaries, to book appointments and send clinic lists.
- Understand the preparation and special instructions for particular exams/procedures and advise the patient accordingly.
- Manage private referrals daily and input patient information correctly on to the correct system (dependent upon clinical referral pathways).
- Send diagnostic reports within 48 hours of reporting authorised and deal with critical findings as per the SOP in a timely manner.
- Monitor the private email accounts and respond to referrals and queries appropriately within 24 hours.
- Build and maintain good relationships with patients, medical secretaries, consultants, and colleagues (radiographers, etc.).
- Demonstrate exemplary levels of customer care and support other team members as required, ensuring consistent high-quality communications.
- Prioritise workload.
- Check test results and ensure that all diagnostic data is recorded accurately.
- Provide other administrative support, such as sorting mail, filing, and answering phones.
- Typing patient outcome letters and ensuring that all relevant information is included.
- Undertake any further duties associated with the position in accordance with service requirements.
- Liaise with Clinical Managers if additional capacity is required in either Outpatients, Theatre, or Diagnostics.
- Deal effectively and sensitively with all issues relating to patients in an appropriate, factual, and confidential manner.
- Maintain a healthy and safe working environment for self and colleagues.
- Inform Administration Manager of any factors affecting delivery of service as soon as they arise.
- Adhere to contract policies and procedures with regards to booking of patients correctly and into the appropriate clinics.
- Be proactive in terms of ensuring that all clinics are filled to capacity.
- All information concerning patients/clients and staff must be treated as strictly confidential at all times.
- You must maintain a good knowledge of Information Security, Confidentiality, and Data Protection.
- Actively communicate with your team members to assist service delivery.
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