Clinic Administrator London, England
Job description
JOB Description
Post Title: Clinic Administrator
Base: The Harley Street Dermatology Clinic (HSDC)
Department Administration
Responsible to: Clinic Services Manager (CSM)
Accountable to: Business Development Manager (BSM)
Purpose of the Role
The Clinic Administrator (CA) is a key member of Harley Street Dermatology Clinic (HSDC) Team. They are responsible for supporting the overall administrative/reception function within clinic, so that patients are seen safely and swiftly. Playing a crucial part in the day to day running of the clinic, the CA’s role is key in delivering an efficient and professional first-class patient experience, alongside their clinical colleagues.
The Clinic Administrator is a member of the overall HSDC Admin Team. This team consists of a few administrators, who undertake; core reception and administration duties, which is undertaken both in clinic and at home. This is a hybrid role however you will not be allocated home working responsibilities until you have been fully indoctrinated into undertaking the full function of the administration and reception role. Your allocation of responsibilities is done via rota allocation.
Overall Responsibilities:
Patient Journey
Running Reception and Setting Up Clinics as per Standard Operating Procedure
Checking in patients on arrival
Message the doctor when the patient arrives
Preparing & setting up clinic in the morning
Printing doctors’ clinic schedules
Check rooms are ready and equipped e.g., Cryotherapy/Dictaphones
Patient Questionnaires (PQs):
Appointments
Book follow Up appointments
Rescheduling patients
Cancellation of appointments as directed by the management team
Be responsible for the recall management of all patients
End of day clinic responsibilities regarding appointments as per Standard Operating Procedure
Bookings
Booking Procedures and treatments as per Standard Operating Procedure
Patch Testing
Phototherapy Treatments (UVB or PUVA)
Mole Mapping and Nurse-led Single Mole Checks
Blood Testing / Venesection and other nurse tests
Aesthetics
Cryotherapy
Other Procedures
Financial & Billing
Tills and Invoicing upon patients leaving
Self-funding patients
Insured patients
Diagnoses Codes
CCSC Codes
Converge Processing - Home Team
Invoice Amendment for rescheduled appointments
Taking payments and processing refunds
Remittances and invoices
Administration
Managing Specimens as per Clinic Protocol to TDL and Unilab (Laboratories)
Post / Mail management
Patient letters – undertaking all necessary admin to ensure patients letters/results are shared with referring doctor and/or GP via clinic protocol
Ensure an accurate audit trail around all patient documentation and communication. All paper copies are to be scanned as per clinic protocol into patient electronic notes within the Practice Management System as standard practice.
All referrals (electronic or postal) are to be managed as per clinic protocol prior to contacting patients. This ensures not only good customer service but also reduces a potential for incidents and mistakes to occur.
Coordination as per protocol of the clinic email – info@ - undertaken by the home team
Understanding of internal referral process and adhering to it
Completing accurately Consultant Referral and Charge Sheet and understanding the consequence of either incomplete, inaccurate or no completion of this Sheet
Aesthetic and Nurses services
Supporting these services fully with administrative duties as per protocol
CANDIDATE PROFILE
An accomplished team player with excellent communication skills use of initiative and ability to work at pace with a high level of accuracy. Good numeracy and administration skills are essential. A fast learner with experience in high-end healthcare services and understanding of the importance of the patient journey.
Team Player has an ability to multi-task, prioritise, problem solve and delegate within the clinic co-ordinator and bookings team.
Relationships A highly engaging individual who can quickly build relationships with patients and colleagues.
Work ethic A initiative-taker focused on completing tasks with a high level of accuracy.
Communication An individual who enjoys engaging with teams and patients. Has good written skills with a high level of attention to detail.
Professionalism Demonstrates a professional, confident, and calm approach - inspiring confidence in the patients and team.
Commitment To high quality healthcare and patient journey
Additional Duties
This job description is intended to be a guide and will be subject to review. Changes made following consultation with the post holder
TDP PURPOSE
Our purpose is to deliver expert Medical, Surgical and Aesthetic skincare, supporting each patient on their individual journey.
OUR GOAL
By 2025, we will be recognised as the UK' s leading independent provider of clinical dermatology, attracting the best clinicians and support teams
OUR VALUES
We care for our patients and colleagues by supporting, understanding, and valuing each other in our friendly clinics.
WE ARE ONE TEAM
Teamwork is key to our success; we operate with trust, respect, and support. We recognise and celebrate great performance.
WE TAKE PRIDE IN WHAT WE DO
We are proud of our clinical excellence, our people, and the professional services we deliver to our patients.
WE ARE INNOVATIVE
We are flexible, agile, and adaptable, encouraging everyone to have a voice in shaping our services now and for the future.
WE LOVE WHAT WE DO
We have a culture where we love our jobs and are committed to making a difference to people's lives.
Job Type: Full-time
