3 Clinic Management jobs in the United Kingdom

DUTIES AND RESPONSIBILITIES Ensure that all new referrals are registered within 24 hours of receipt and scanned onto the Patient Administration System (CareFlow) and CWP. Ensure accurate input of patient details when updating information databases and Patient Administration System (CareFlow), including routine use of the case note tracking system. Work closely with clinicians to manage clinic templates including amending appointment slots, cancelling, reducing, or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (CareFlow). Liaise with referring Trusts regarding any outstanding patient reports as per Minimum Data Set (MDS) requirements.

Undertake general administrative duties e.g., collating and disseminating incoming and outgoing correspondence, filing paperwork, to contribute to the effective operation of the team. Support the Support Managers and Deputy Service Manager to identify patients waiting longer than the accepted timescales as outlined in policies and take action to rectify. The post holder must prioritise clinical need over waiting times e.g., referrals requiring an urgent appointment. Take action in line with escalation procedures to ensure management are aware of any service issues or risks and concerns raised by a service user.

Ensure that issues with capacity or the delivery of waiting time targets are escalated immediately to the Deputy Service Manager in line with procedures. Ensure that additional clinics or changes to appointments are communicated immediately to all relevant staff within the team and the service concerned. To ensure that any issues or risks in delivery of waiting time targets or managing processes in line with policies or relevant procedures are escalated immediately to the Deputy Service Manager. Co-ordinate with other Clinic Administrators when demand varies ensuring a one team approach for the benefit of the patient experience and quality of service provided.

Meet with Clinic Supervisors and Support Managers on a regular basis to ensure capacity issues are escalated and actions clearly recorded to monitor progress. Communicate with service users (patients/relatives) via telephone in an empathetic and professional manner, using tact and diplomacy. Acknowledge potential barriers to communication e.g., language difficulties, disabilities and modify style of communication appropriately. Communicate effectively with all members of staff and external stakeholders, ensuring that a professional manner is always maintained.

Undertake all duties allocated by the Clinic Supervisor as appropriate to the role e.g., creation and booking of adhoc clinics, registering referrals, appointment bookings. Work autonomously and as part of a team, to organise own workload and prioritise urgent matters. Good knowledge of Health Records systems and CareFlow. Maintain a good understanding of RTT and Cancer Standards and contribute to the compliance of all patient pathway targets.

Work within all Trust policies appropriate to the role. Participate in rotational requirements to support the needs of the service, putting patient services before personal preferences. Provide cover during periods of annual leave and sickness for other administrative staff. Contribute to the training of new members of staff through sharing of knowledge and experience within a given area as required.

Undertake any other duties as and when required. Demonstrate the agreed set of values and accountable for own attitude and behaviour. This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post.

This job description is subject to regular review and appropriate modification as the demand of the service dictates.

Job Title: Clinic Administrator

Contract : Permanent, Full-time (37.5 hours per week) Monday to Friday, 8.30am - 4.30pm

Salary : £27,500 per annum

Location : Oxford

As a Clinic Administrator based on site in Oxford, you will be responsible for supporting the smooth and efficient running of the on-site clinical suite, acting as the key point of contact for both employees and clinicians.

From booking appointments and preparing paperwork, to greeting visitors and answering calls, you'll help make sure the day-to-day admin side of the clinic is well organised and welcoming.

You’ll support clinicians by making sure they have the right documents and supplies, upload records to our internal systems, and keep on top of general admin tasks to help the clinic run efficiently. You’ll also be the friendly first point of contact for employees attending the clinic, creating a calm and professional atmosphere.

This is a great opportunity to take on a varied and valued role where you’ll be helping to keep people safe, supported, and well at work.

Main Objectives

• Supervise and manage the day to day running of the on-site clinical suite
• Being proactive and reactive to the day to day requirements

Specific Responsibilities

• Provide overall supervision of the clinic and reception
• Organise documentation and equipment for all Clinicians working from the clinic
• Ensure all clinical paperwork scanned and uploaded to in house systems within Medigold’s SLA’s
• Maintain relevant stationery supplies, medical and non-medical, to ensure the smooth day to day running of the clinic and administration functions
• Meet and greet visitors to the clinic
• Triage telephone calls, messages and e-mails as appropriate – All voicemails to be responded to within 2 hours
• Dealing with incoming and outgoing mail and deliveries and co-ordinate courier services as and when required
• Make efficient use of the in house systems –Medigold One & Core
• Arrange diary bookings, sessions and report release.
• General Administration with the Clinic
• Daily/Weekly/Compliance/Security Checks as specified in Clinic Reception and Administrators Handbook
• Complete Fire Safety Training and First Aid Training and carry out role of Fire Marshal
• Liaise with Management and Head Office Personnel to maintain a safe working environment
• Assisting with colleagues work during absences.
• Attending meetings and training sessions as required

Requirements for this role

Essential

• A minimum of 2 years Office Experience
• Previous experience of dealing with clients and customers
• Offer flexibility in working pattern as required
• Time & Diary Management – must be able to manage own time
• Demonstrable experience of effective internal and external stakeholder relationships
• Knowledge of Outlook and Word & Excel

Desirable

• A minimum of 2 years Reception Experience

Our Company Benefits

• 31 days holiday inclusive of bank holidays, increasing with length of service
• Contributory pension scheme up to 5%
• Access to Company benefits and discount portal
• Access to a Health Cash Plan
• Free eyecare vouchers
• Cycle to work scheme
• Access to confidential Employee Assistance programme
• Interactive mental health and wellbeing app