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Administrative Coordinator
2 months ago
Position Overview
In this role, you will utilize your initiative and work independently to manage a busy reception area, providing a welcoming service for both inpatients and outpatients. Your responsibilities will include ensuring that appointments are efficiently scheduled, processing electronic referrals, and generating necessary documentation for patient visits. You will collaborate with management to meet waiting time standards and ensure that all clinical results are promptly uploaded to the appropriate systems. Additionally, you will oversee the organization of patient notes and manage incoming and outgoing correspondence.
Key Responsibilities
- Deliver a professional reception service for patients, ensuring a friendly and efficient experience while maintaining confidentiality.
- Step in for the Senior Administrative Assistant when required, fulfilling their responsibilities as outlined in their role.
- Perform administrative tasks, including filing and data entry, ensuring accurate updates to patient information in the computerized system.
- Address informal complaints or concerns from patients, providing resolutions at the reception desk or via phone.
- Distribute correspondence to various departments, ensuring timely delivery of important documents in line with confidentiality standards.
- Maintain adequate supplies of administrative materials in collaboration with team members.
- Supervise new staff and those covering from other departments, ensuring a smooth workflow.
- Coordinate patient transfers as necessary, utilizing taxis and porters when required.
- Manage incoming calls and assist with urgent requests from clinical staff during patient appointments.
- Ensure that all clinical reports are accessible on the designated web portal and report any delays to management.
- Schedule appointments efficiently, particularly for patients requiring time-sensitive investigations.
- Collaborate with various departments to facilitate urgent requests for inpatient results.
- Participate in performance appraisal systems and attend relevant training sessions as directed by management.
- Ensure the safe tracking and delivery of patient notes.
- Adhere to health and safety regulations in all working practices.
- Inform the relevant personnel of private patient appointments in a timely manner.
- Process all incoming referrals promptly, ensuring adherence to departmental waiting time standards.
- Arrange for interpreters as needed for patients attending appointments.
- Safeguard patient information and ensure compliance with data protection regulations in the reception area.
- Distribute patient satisfaction surveys as required.
- Collect and return completed forms for clinical coding purposes.
- Manage the reception and waiting areas in accordance with health and safety guidelines, ensuring that clinical information is readily available.
- Support the implementation of changes in administrative policies and practices.
- Ensure accurate financial reconciliation of clinics in a timely manner.
- Escalate urgent clinical matters to the appropriate staff promptly.
- Prepare daily clinic lists for technicians to ensure efficient operations.
- Accept and manage deliveries for the facility, ensuring timely distribution of parcels.
- Gather and compile statistical data regarding patient attendance as requested by management.
Essential Qualifications
- A solid educational background, including proficiency in English and communication skills.
- NVQ Level 2 in Administration or Customer Care.
Required Experience and Skills
- Previous experience in a clinical reception environment.
- Proficient in computer operations, including patient administration systems, email, and Microsoft Office applications.
- Strong customer service skills and the ability to manage multiple priorities effectively.
- Familiarity with organizational policies regarding confidentiality and complaint handling.
Communication Skills
- Ability to engage with various stakeholders, including staff, patients, and visitors.
- Experience in managing challenging interactions with patients and visitors.
- Capability to alert clinical staff in emergency situations.
Flexibility and Adaptability
- Ability to prioritize tasks in a dynamic environment, managing multiple responsibilities simultaneously.
- Willingness to adapt to changing service demands and work across different departments as needed.
