We are looking for an Administration Assistant to work as part of a team providing a full administrative service to ensure the smooth operation of community-based diagnostic clinics.
Job Type: Full Time - 37.5 hours per week
Hours: 8hr shifts - Monday to Friday
Pay: £11.44 per hour
Main duties of the job
The role will involve dealing with referrals, filing, booking new and follow-up appointments, tracking patients through the system, recording data to monitor access times, and maintaining accurate records of clinics on the computerized Patient Administration System EMIS.
To provide additional administrative support within the company as required.
About us
The ethos of FCMS as a social enterprise and health and wellbeing services provider is to be passionate in its drive to ensure that patients and callers remain the central focus of all that it does. Coupled with excellent and well-established clinical governance systems and extremely effective operational expertise, it has meant that the company has the ability to strategically visualize, develop, and implement award-winning services.
Over many years, we have invested in our staff so that we have a core team of highly trained individuals who can manage the needs of our patients and callers. Our staff are able to significantly improve service delivery and user experience due to their considerable experience and commitment to what they do.
Job responsibilities
Job purpose:
To work as part of a team providing a full administrative service to ensure the smooth operation of community-based diagnostic clinics.
This will involve dealing with referrals, filing, booking new and follow-up appointments, tracking patients through the system, recording data to monitor access times, and maintaining accurate records of clinics on the computerized Patient Administration System EMIS.
To provide additional administrative support within the company as required.
Key responsibilities:
* Ensure agendas for meetings are up to date and correct.
* Collate patient satisfaction results.
* Keep all patient letters up to date and ensure ERS & ODS Codes are correct.
* Ensure all audits are up to date.
* Inform patients/carers of the time and date of appointments and ensure that all relevant information is sent in good time.
* Follow systems and procedures to manage each patient's journey effectively and in a timely fashion.
* Ensure patient information is available to relevant healthcare professionals when required.
* Assist in the development of systems to ensure continued efficiency.
* Assist in improving the quality of information provided to patients at all times.
* Work with the Deputy Head of Planned Care and other key staff to develop effective administrative processes and ensure the accuracy of information on waiting lists.
* Ensure all information collected is held securely and in confidence.
* Answer the telephone courteously and pleasantly at all times.
* Undertake relevant training where necessary.
* Respond quickly to requests for information in accordance with policies and procedures, following procedures related to data quality standards for health records.
* Understand how accurate and timely data collection helps the company deliver patient care now and in the future.
* Perform general office duties including photocopying.
* Carry out other relevant duties as instructed by the Deputy Head of Planned Care.
This post is subject to the Rehabilitation of Offenders Act (Exemption Order) 1975, and a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) will be necessary to check for any previous criminal convictions. This will require three forms of valid ID to be produced and verified. The onboarding process is also subject to an Occupational Health check, suitable professional references, and eligibility to work in the UK (with the requirement to provide relevant documentation as evidence).
The organization is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults and expects all staff to share this commitment. You will be expected to fulfill your mandatory safeguarding training at the level applicable to this role.
Person Specification
Other
* Ability to work with our corporate values.
* Enthusiastic and positive.
* Approachable.
* Team player.
* Aims for excellence.
* Ability to produce creative solutions to issues.
Qualifications
* Educated to GCSE/O Level standard including English Language and Mathematics or equivalent training or healthcare-related qualification.
Experience
* Experience of working in an office carrying out administration.
* Experience with computer programs and IT systems.
* Experience taking calls and dealing with inquiries over the phone.
* Able to work under pressure and demonstrate resilience.
* Able to demonstrate effective partnership/team working.
* Understanding and awareness of Information Governance.
* Experience within a healthcare environment.
* Experience with clinical systems.
* Understanding and awareness of clinical governance.
* Proof of all COVID vaccinations.
Skills, Knowledge, and Competencies
* Communication skills (verbal and written).
Job Specific Requirements
* Extended periods working on a computer and on the phone.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) will be necessary to check for any previous criminal convictions.
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