Clinic Receptionist/Administrator London, England
Job description
The Administration Officer will play an active role in achieving the smooth day to day running of the busy Programmed Investigation Unit. The post holder will work closely with administrative and clinical colleagues in ensuring that all tasks follow agreed protocols and are completed to a high standard.
General Administration
1. To follow agreed protocols and practice in relation to all aspects of patient administration.
2. To ensure that the data input to the hospital IT systems – PIMS and EPR meets the required standards of data quality, accuracy and timeliness.
Appointments
To receive and process all referrals accurately and in a timely fashion via, letter or email or in-house electronic referral system.
To action all referrals within 24hrs and recording appointment information on PIMS.
To maintain an audit trail for all referrals entering the department. To ensure that standards are met for patients receiving notification or acknowledgment of their appointment.
To ensure that patients receive all necessary information regarding their appointments.
To follow agreed protocols when patients do not attend their appointment or do not contact the department to arrange an appointment, ensuring the correct clinical staff are informed.
To answer telephone queries from patients and their relatives, clinical and administrative staff, reassuring patients in a tactful manner and taking appropriate action as required.
To ensure that the Mailboxes are checked regularly and queries dealt with within a timely manner.
King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.
1. To welcome patients and visitors to the department.
1. To admit and discharge (or transfer) all patients on PIMS.
1. To check and amend all patients’ demographic data: address, postcode, GP and ethnic group.
1. To ensure the telephone is answered within the agreed time limit of three rings and in a courteous and pleasant manner.
1. To maintain an organised and tidy reception environment, including the waiting area.
1. To collect and distribute mail within the department.
1. To take copies of patient reports to clinical coding, filing copies in patient notes and sending a copy to the GP.
1. To ensure that patients requiring follow-up outpatient appointments have these arranged within agreed timescales.
Preparation of Clinic
1. To ensure clinic list are prepped the previous week and new patients’ appointments have the paper referrals attached to the outcomes sheet.
To liaise on a daily basis with the clinic manager/supervisor to ensure that they are aware of any potential problems with the clinic
