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Role: Clinic Administrator

Salary: £22,500 - £24,000 per annum (Pro Rata)

Contract: Permanent

Hours: Full Time (40 hours per week including weekends) and Part-time ( 8.30am-5pm, including weekends) available

Multiple roles available

Who are we?

Newmedica are one of the leading providers of NHS ophthalmology services in England, providing outpatients appointments, diagnostic testing and eye surgery. We aim to change lives through better sight and eye health.

We care for more than 225,000 NHS and private patients a year in over 26 locations and we’re growing.

Role overview

We are looking for a new Clinic Administrator to join our Bristol Aztec West site. As you’d guess from the title this role involves carrying out different administrative duties and it’s a varied role – you could be booking patients into their appointments, making and answering phone calls, sending and replying to emails, managing the post and sending letters or dealing with enquiries. Our clinics are busy so we’re looking for someone who loves working in a fast-paced environment where every day is different.

• To make reminder calls/texts to NHS and Private patients before their appointment is due.
• To book patient appointments, ensuring that clinics are fully booked.
• To liaise with GP surgeries to ensure that patient data is correct, to check patient demographics and treatment pathways and to answer any clinical questions which may arise.
• Management of patient data; ensuring availability, required accuracy and confidentiality.
• Updating Newmedica’s electronic patient records following appointments and producing and providing letters to patients. Manage the data in Newmedica’s electronic patient records, adding, importing and archiving data to ensure that they are up to date.
• Responsible for preparation of all clinics and theatres for all locations.
• To be responsible for accurately inputting data onto relevant Electronic Medical Record (EMR) databases following surgery and to collate data for the purpose of clinical audit.
• To record and file clinical outcomes in patient records.
• Responsible for NHS and Private inbound and outbound patient telephone and email queries and escalating issues as appropriate.
• Upkeep of all administrative duties including; filing, scanning, sending letters and other tasks of this genre
• To work closely with your Line Manager, Clinic Lead, Patient Administrator and Clinic Assistants to ensure the smooth flow of patient information between the administration team and the clinic.
• Maintain confidentiality in dealing with calls or visitors directly and ensuring to refer enquiries to the appropriate member of staff
• To undertake other ad-hoc administrative tasks as required to ensure the smooth running of the clinics
• To assist the Private Patient Co-ordinator in all administrative duties relating to private patients and the private pathway.
• To work closely with colleagues to ensure the smooth flow of patient information between the administration team and the clinical team.
• To act as a central point of contact for patients and relatives attending appointments.
• To act as the central point of contact for all telephone enquiries from clinic staff and administration staff, resolving or escalating issues as appropriate.
• To understand the opening and closing down procedures.
• To undertake other ad-hoc administrative task as required to ensure the smooth running of the clinics.
• To complete all clinical outcomes (virtual and face-to-face appointments), including and not limited to referrals to secondary care, emergency referrals, follow-up and discharges.
• Welcoming and signing in all visitors, issuing key passes when necessary.
• Arrange and book taxis if necessary.

What skills and experience do I need?

We need someone who is incredibly customer focussed and enjoys meeting and talking to people – the thought of eye surgery can be a daunting prospect for patients to deal with, so all our team members need to be empathetic and friendly and able to put patients at ease.

We’ll provide training so experience isn’t always needed, but the following things will be advantageous:

• Previous experience in a customer or patient facing role
• Experience in a busy administrative role
• A competent user of all Office 365 programmes
• Tech savvy and comfortable working on new systems e.g. patient record systems
• A good phone manner
• An excellent grasp of the English language both verbally and in written format
• A good team player – happy to jump in and support others when required
• Excellent organisation skills and the ability to multi-task
  
• Outstanding telephone manner
• Committed to delivery of consistently high standards of administration

What we’re offering

• A salary of £22,500 - £24,000 per annum (Pro Rata)
• A company bonus based on company performance and personal objectives
• 25 days annual leave plus bank holidays (Pro Rata)

• A company pension scheme
• Access to a range of benefits including free eye tests, discounted or free glasses and a free 24/7 well-being/counselling/advice service
• An environment where your learning and development is supported through a range of various learning tools and courses.
• Working with a friendly multi-disciplinary team passionate about improving the lives of our patients
• Excellent transport links

• Free on-site parking

If you would like an informal chat about the opportunity or to request a job description, please contact [email protected]

Our employment offers are subject to receipt of satisfactory pre-employment checks. Applicants must have the right to work in the UK and a Disclosure and Barring Service check will be necessary in the event of a successful application which we will pay for.

At Newmedica, we actively promote diversity and equal opportunities, and we are committed to this in both the running of our services and how we recruit our staff. We actively encourage applications from everyone with the essential requirements of the job, regardless of any protected characteristics.

Newmedica is fully committed to safeguarding the welfare of all people, irrespective of gender, age, disability, sexual orientation, race, language, religion, ethnic or social origin.