Central Administrator Team Member (CAT) Cheltenham, England
Job description
This is an exciting opportunity to join our growing Central Administration Team.
The Central Administrator Team Member (CAT) is a key member of the Central Administration Team. They are responsible for supporting the overall administrative function within clinics and company clinical support in general, so that patients’ needs are met quickly professionally and efficiently, a crucial part in the day-to-day running of the clinic, alongside The Dermatology Partnership (TDP) Central Bookings team and clinic based Reception Team. The CAT’s role is key in delivering an efficient and professional first-class patient experience.
It is expected that a CAT works from home but on the rare occasion may be required to work at a clinic location to support A/L, Sickness etc. You may also be required to attend our Head Office location (OX25) to attend training and team building events. Therefore we are looking for someone that is in close proximity and able to travel.
The role offered is on a part-time basis (one full day a week - 8 hours) and the salary is 20-22k pro-rata depending on experience.
The role will involve but is not limited to:
Overall responsibilities:
- Clinic Inboxes
- Appointments
- Book Follow Up appointments and procedures/ treatments as per Standard Operating Procedure from requests coming into inbox (for all clinics under the central admin team).
- Rescheduling patients and cancellation of appointments from requests coming into inbox (for all clinics under the central admin team).
Financial & Billing
- Taking Deposits for new Bookings from requests coming into inbox (for all clinics under the central admin team).
- Converge Processing
- Taking payments and processing refunds for requests coming into inbox (for all clinics under the central admin team).
Administration
- Managing Specimens as per Clinic Protocol to TDL and Unilab (Laboratories) and ensuring all are logged on return to the correct patient notes/supporting systems.
- Patient letters – undertaking all necessary admin to ensure patients' letters/results are shared with the referring doctor and/or GP via clinic protocol.
- Ensure an accurate audit trail around all patient documentation and communication. All documentation via email such as referrals, hospital letters, results etc.
- All referrals (electronic or postal) are to be managed as per clinic protocol before contacting patients.
- Coordination as per the protocol of the clinic email – info@ - or any given inbox going forwards.
Understanding of the internal referral process and adhering to it.- MOHS - Set up, schedule and add Tech, Drs, Nurses/HCA (see responsibility check sheet)
- Chase labs/hospitals/pharmacies for results/reports/requesting slides postage/ requesting information.
- Single Mole check reports
- Mole mapping reports
- Chat messages (Teams) Ensure these are responded to and actioned, so all the team know (as in a response to action) within a timely manner.
