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Healthcare Administrative Assistant

2 months ago

London, Greater London, United Kingdom Essex Lodge Surgery Full time

Position Overview

The primary objective of this role is to:

Provide essential support to the healthcare team while maintaining a welcoming and professional atmosphere for patients and visitors, whether in person or over the phone.

Assist and guide patients in accessing the necessary services or healthcare professionals in a courteous, efficient, and effective manner.

Perform a range of administrative tasks to ensure the seamless operation of the practice, including offering secretarial and clerical assistance to clinical staff and other team members.

Enhance communication between patients, the primary healthcare team, secondary care, and other relevant healthcare organizations.

About Essex Lodge Surgery

Essex Lodge Surgery is a well-established healthcare practice that has been serving the community for many years. The facility is housed in a historically significant building, complemented by a modern extension designed to enhance patient care. The practice is part of a larger healthcare network, providing services to a diverse patient population.

Key Responsibilities

The responsibilities of the administrative team may encompass the following tasks, which may be adjusted based on the practice's needs:

  • Overseeing and managing the appointment scheduling system.
  • Handling personal and telephone inquiries for appointments, visits, and consultations, ensuring patients are directed to the appropriate healthcare professional.
  • Processing appointment requests from patients in a timely manner.
  • Utilizing judgment and communication skills to accommodate patients requiring urgent consultations.
  • Managing incoming and outgoing telephone communications, ensuring accurate message delivery.
  • Addressing home visit requests as necessary.
  • Ensuring timely processing of urgent referrals and maintaining accurate records.
  • Organizing patient records and correspondence, ensuring they are filed correctly and promptly.
  • Registering new patients accurately in the system and explaining practice procedures.
  • Updating patient contact information and processing changes as needed.
  • Managing incoming and outgoing mail efficiently.
  • Maintaining the reception area and ensuring it is organized and welcoming.
  • Assisting with the promotion of patient feedback initiatives.
  • Performing data entry and maintaining accurate records in accordance with practice guidelines.
  • Providing clerical support to practice staff as required.
  • Monitoring office supplies and ensuring adequate stock levels.
  • Maintaining cleanliness and organization in the workplace.
  • Carrying out any additional duties as requested by management.

Confidentiality

In the course of this role, the post-holder will have access to sensitive patient information and must ensure that confidentiality is maintained at all times.

Health & Safety

The post-holder will contribute to maintaining a safe and secure environment for all staff and patients, adhering to health and safety policies.

Equality and Diversity

The post-holder will support the rights and dignity of all patients and colleagues, ensuring a respectful and inclusive environment.

Professional Development

The post-holder will engage in ongoing training and development opportunities to enhance their skills and knowledge.

Quality Assurance

The post-holder will strive to maintain high standards of quality within the practice and contribute to continuous improvement efforts.

Communication

Effective communication with team members and patients is essential, and the post-holder will work to ensure clarity and understanding in all interactions.

Flexibility

This job description serves as a guideline for the role and may evolve based on the needs of the practice. The post-holder is expected to adapt to changing circumstances and responsibilities as required.