Outpatient Services Administrator
4 weeks ago
Position Overview
We are seeking a dedicated and motivated individual to become a vital part of our Outpatient Services team at University Hospitals Bristol and Weston NHS Foundation Trust (UHBW).
In this dynamic role, you will collaborate with a diverse group of professionals in a supportive environment, utilizing your skills to facilitate effective communication with patients, healthcare providers, and colleagues to ensure the smooth operation of various administrative functions.
Key Responsibilities
Communication Duties:
- Assist in the prioritization of patient referrals by coordinating with essential clinical personnel.
- Oversee patient interactions through various channels, including phone and internal systems, to generate correspondence such as letters, emails, and appointment reminders.
- Serve as a primary contact for inquiries from both clinical and administrative staff.
- Engage with clinical and administrative teams across the organization via phone and email.
- Report patient inquiries, capacity challenges, and general concerns to the appropriate supervisor or clinical staff as necessary.
- Notify patients of any changes to their appointments and clinic schedules, often with limited notice.
Patient Interaction:
- Maintain a compassionate and professional demeanor when interacting with patients, their families, and caregivers, demonstrating resilience in challenging situations.
Organizational Responsibilities:
- Implement the protocol for managing patients who do not attend their scheduled appointments.
- Monitor and manage all pending appointment requests through the Patient Administration System (PAS), promptly escalating any issues to your supervisor.
- Collaborate with the relevant clinician and manager to ensure optimal utilization of clinic schedules, rebooking any canceled appointments as needed.
- Participate in relevant meetings as directed by your supervisor.
About Our Organization
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is a leading acute healthcare provider, employing over 13,000 staff and offering a wide range of clinical services across multiple locations. We are committed to delivering high-quality care to our community and have received positive ratings from regulatory bodies. Our organization values innovation and research, striving to enhance patient care through advanced practices. We are dedicated to fostering a diverse workforce that reflects the community we serve and are committed to safeguarding the welfare of all individuals.
Job Requirements
For a comprehensive overview of the job responsibilities and qualifications, please refer to the detailed job description document associated with this position.
Qualifications and Skills
Essential Qualifications:
- Minimum of GCSE grade C or equivalent in English Language and Mathematics.
- Business and Administration Level 3 NVQ or equivalent experience.
Required Skills:
- Strong interpersonal skills, demonstrating respect and professionalism in all interactions.
- Ability to thrive in a fast-paced environment while maintaining accuracy and meeting deadlines.
- Capacity to work collaboratively within a team and adapt to changing circumstances.
- Initiative to work independently when necessary.
- Confidence in managing difficult conversations with patients and their families.
- Excellent organizational abilities and proficiency in IT, including Microsoft Office applications.
- Attention to detail in all tasks.
Desirable Experience:
- Familiarity with outpatient procedures and policies.
- Previous experience within the NHS environment.
- Experience using a Patient Administration System.
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