Clinic Administration Support
2 weeks ago
An exciting opportunity has arisen for a motivated individual to join the Referrals & Bookings team as a Clerical Officer.
Referrals & Bookings are responsible for processing new patient referrals and supporting outpatient activity through the provision of a high quality, patient/ customer focused service, ensuring that relevant is available for the clinical team on our systems.
Clerical Administrators are responsible for ensuring that all new referrals are managed effectively and in line with maximum waiting times as outlined in standard operating procedures and policies as appropriate.
This is a busy and varied role, and the post holder must possess excellent administration and communication skills.
The above indicates the main duties of the post which may be reviewed in the light of experience and developments within the service.
- Ensure that all new referrals are registered within 24 hours of receipt, and scanned onto the Patient Administration System (Medway) and CWP.
- Ensure the timely preparation of new patient notes for all outpatient attendances.
- Ensure accurate input of patient details when updating information databases and Patient Administration System (Medway), including routine use of the case note tracking system.
- Support the Clinic Administrators to manage clinic templates including amending appointment slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Medway).
- Liaise with referring Trusts regarding any outstanding patient reports as per Minimum Data Set (MDS) requirements.
- Take action in line with escalation procedures to ensure management are aware of any service issues or risks and concerns raised by a service user.
- Communicate with service users (patients/relatives) via telephone in an empathetic and professional manner, using tact and diplomacy. Acknowledge potential barriers to communication e.g. language difficulties, disabilities and modify style of communication appropriately.
Referrals & Bookings currently is a large team of Clinic Administrators and Clerical Officers who work collaboratively to ensure all key tasks are completed. Staff within the department can benefit from training gain skills in all key operating systems that are used in The Christie. There is scope for Clerical Officers to learn new skills and eventually progress to Clinic Administrator positions within the department.
Assisting patients who are referred to The Christie can be highly motivating as our main focus is ensuring that patients are communicated with effectively and have been provided with the necessary information in order to attend appointments.
All local procedures and Trust policies are adhered to.
To support outpatient activity through the provision of a high quality, patient/customer focused service. To work closely with the Clinic Administrators and Medical Secretaries to ensure the timely preparation of case notes for all outpatient appointments. To support the administrative process of registering outpatient referrals and liaising with service users to organise appointments in line with policies and associated standard operating procedures as appropriate.
The above indicates the main duties of the post which may be reviewed in the light of experience and developments within the service. Any review will be undertaken in conjunction with the post-holder.
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