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Responsible for allocating patient referrals appropriately within services.
Job responsibilitiesAdministration
- Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective
- Responsible for taking receipt of patient referrals and inputting appropriate information into the electronic patient record
- Responsible for liaising with GPs regarding patient referrals both verbally and in writing
- Responsible for allocating patient referrals appropriately within services
- Manage any supplementary information required to support referrals
- Communicate clearly and concisely with clinical colleagues to ensure effective processing of referrals and patient information
- Responsible for answering referrers and patient queries in a polite and courteous manner and appropriately transferring any calls which cannot be answered
- Responsible for appointment management on electronic patient record system
- Responsible for providing accurate written confirmation of appointments to patients
- Responsible for taking receipt of new patient information and inputting appropriate information onto electronic patient record
- Administer processes to collate satisfaction feedback from patients and referrers
- Ensure divisional service needs are met through the delivery of a cohesive administration service
- Responsible for maintaining the integrity of patient data on electronic patient record including the creation and updating of records
- Deal with incoming/outgoing correspondence from both internal and external agencies efficiently and effectively
- To ensure all letters, memos and reports created by the team are on time and to a high standard of accuracy and follow Trust branding guidelines
- Participate in team meetings, including typing and distributing minutes, booking rooms and arranging refreshments
- Open and appropriately distribute or action incoming post
- Work with colleagues in the services to maintain accurate clinical diaries for appointment booking
- To create and maintain databases/spreadsheets, inputting information and ensuring that all information is accurately recorded
- Provide information to technical colleagues in the Division to help inform reports as required
- Maintain accurate electronic and paper- based departmental records, ensuring that documentation is easily accessible and archived appropriately
- Undertake audits and surveys as requested
- Work with computer software as required such as MS Office software
- Work with telephonic equipment and software used to support the Adult Referral Centre
- Support the Community Base Team with covering patient clinic receptions, when required. Providing excellent patient care.
Communication
- Responsible for answering and actioning calls coming into the base administration team within designated timeframes and in a professional manner.
- Responsible for answering patient queries in a polite and courteous manner and appropriately transferring any queries which cannot be answered
- Work with colleagues to ensure service information provided to referrers and patients are correct and up to date
- Appropriately escalate any patient or referrer complaints/incidents that come into the team, in a courteous, effective and efficient manner respecting the confidential nature of such information.
- Receiving and making telephone calls in a professional and courteous manner, ensuring as much information, guidance and help is given as is possible
Personal Attributes
- Work flexibly to meet service needs
- Provide cross-cover to colleagues when required
- Responsible for ensuring all deadlines are met and own workload is prioritised and reallocated accordingly to meet service need.
- Participate in team development events as required and support the development of the team
Other Responsibilities
- Adhere to legislation and Trust policy and procedure on patient confidentiality
- Undertake any necessary or mandatory training, study or qualification as required for the role
- To undertake such other duties, across Trust sites, as may be required from time to time which are consistent with the responsibilities of the grade.
- To promote a positive image of the Adult Referral Centre and the Trust
Job responsibilities
Administration
Communication
Personal Attributes
Other Responsibilities
Administration
- Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective
- Responsible for taking receipt of patient referrals and inputting appropriate information into the electronic patient record
- Responsible for liaising with GPs regarding patient referrals both verbally and in writing
- Responsible for allocating patient referrals appropriately within services
- Manage any supplementary information required to support referrals
- Communicate clearly and concisely with clinical colleagues to ensure effective processing of referrals and patient information
- Responsible for answering referrers and patient queries in a polite and courteous manner and appropriately transferring any calls which cannot be answered
- Responsible for appointment management on electronic patient record system
- Responsible for providing accurate written confirmation of appointments to patients
- Responsible for taking receipt of new patient information and inputting appropriate information onto electronic patient record
- Administer processes to collate satisfaction feedback from patients and referrers
- Ensure divisional service needs are met through the delivery of a cohesive administration service
- Responsible for maintaining the integrity of patient data on electronic patient record including the creation and updating of records
- Deal with incoming/outgoing correspondence from both internal and external agencies efficiently and effectively
- To ensure all letters, memos and reports created by the team are on time and to a high standard of accuracy and follow Trust branding guidelines
- Participate in team meetings, including typing and distributing minutes, booking rooms and arranging refreshments
- Open and appropriately distribute or action incoming post
- Work with colleagues in the services to maintain accurate clinical diaries for appointment booking
- To create and maintain databases/spreadsheets, inputting information and ensuring that all information is accurately recorded
- Provide information to technical colleagues in the Division to help inform reports as required
- Maintain accurate electronic and paper- based departmental records, ensuring that documentation is easily accessible and archived appropriately
- Undertake audits and surveys as requested
- Work with computer software as required such as MS Office software
- Work with telephonic equipment and software used to support the Adult Referral Centre
- Support the Community Base Team with covering patient clinic receptions, when required. Providing excellent patient care.
Communication
- Responsible for answering and actioning calls coming into the base administration team within designated timeframes and in a professional manner.
- Responsible for answering patient queries in a polite and courteous manner and appropriately transferring any queries which cannot be answered
- Work with colleagues to ensure service information provided to referrers and patients are correct and up to date
- Appropriately escalate any patient or referrer complaints/incidents that come into the team, in a courteous, effective and efficient manner respecting the confidential nature of such information.
- Receiving and making telephone calls in a professional and courteous manner, ensuring as much information, guidance and help is given as is possible
Personal Attributes
- Work flexibly to meet service needs
- Provide cross-cover to colleagues when required
- Responsible for ensuring all deadlines are met and own workload is prioritised and reallocated accordingly to meet service need.
- Participate in team development events as required and support the development of the team
Other Responsibilities
- Adhere to legislation and Trust policy and procedure on patient confidentiality
- Undertake any necessary or mandatory training, study or qualification as required for the role
- To undertake such other duties, across Trust sites, as may be required from time to time which are consistent with the responsibilities of the grade.
- To promote a positive image of the Adult Referral Centre and the Trust
More information related to this job opportunity, from jobsincare:
Here are 8 questions you could be asked if you apply for this job:
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1. Can you describe your experience with electronic patient record systems? Which systems have you used, and what was your specific role in managing patient data?
2. How do you approach suggesting improvements to administrative processes? Can you provide an example of a successful change you implemented in a previous role?
3. Give an example of how you have effectively communicated with clinical colleagues to enhance the processing of referrals or patient information.
4. What do you believe is the key to effective teamwork in a healthcare setting? Can you give an example of how you contributed to a successful team effort?
5. In this role, attention to detail is paramount. How do you ensure that the documentation you produce meets high standards of accuracy and conforms to branding guidelines?
6. The healthcare environment can be unpredictable and fast-paced. How do you adapt to changing circumstances and priorities? Can you provide a specific example?
7. How would you promote a positive image of the Adult Referral Centre and the Trust in your daily responsibilities?
8. Can you share your experience with undertaking audits or surveys? What approach do you take to ensure they are thorough and useful?
1. Can you describe your experience with electronic patient record systems? Which systems have you used, and what was your specific role in managing patient data?
2. How do you approach suggesting improvements to administrative processes? Can you provide an example of a successful change you implemented in a previous role?
3. Give an example of how you have effectively communicated with clinical colleagues to enhance the processing of referrals or patient information.
4. What do you believe is the key to effective teamwork in a healthcare setting? Can you give an example of how you contributed to a successful team effort?
5. In this role, attention to detail is paramount. How do you ensure that the documentation you produce meets high standards of accuracy and conforms to branding guidelines?
6. The healthcare environment can be unpredictable and fast-paced. How do you adapt to changing circumstances and priorities? Can you provide a specific example?
7. How would you promote a positive image of the Adult Referral Centre and the Trust in your daily responsibilities?
8. Can you share your experience with undertaking audits or surveys? What approach do you take to ensure they are thorough and useful?
Useful skills for a Patient Services Administrator - Surrey Downs H&C:
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To work as a Patient Services Administrator in the UK, you will need a combination of administrative, interpersonal, and technical skills. Here are some key skills and qualifications typically required for this role:
Administrative Skills:
1. Organizational Skills: Ability to manage multiple tasks efficiently and maintain accurate records.
2. Attention to Detail: Precision in data entry and documentation to ensure patient information is correct.
3. Time Management: Ability to prioritize tasks and manage time effectively in a fast-paced environment.
Communication Skills:
1. Verbal Communication: Strong ability to communicate clearly and compassionately with patients, families, and healthcare professionals.
2. Written Communication: Proficient in writing clear and concise emails, reports, and patient correspondence.
3. Interpersonal Skills: Ability to build rapport and empathize with patients, showing understanding and patience.
Technical Skills:
1. IT Proficiency: Competence in using electronic health record (EHR) systems, Microsoft Office (particularly Word and Excel), and scheduling software.
2. Data Entry: Skills in accurately inputting and managing patient data.
Customer Service Skills:
1. Problem-Solving: Ability to address patient inquiries and resolve issues effectively and sensitively.
2. Conflict Resolution: Skills to handle complaints and difficult situations professionally.
Knowledge and Qualifications:
1. Understanding of Healthcare Systems: Knowledge of how the NHS functions and the relevant policies and regulations.
2. Medical Terminology: Familiarity with medical language and terminology can be beneficial.
3. Educational Qualifications: While not always mandatory, having a background in healthcare administration or a related field can be advantageous.
Teamwork and Adaptability:
1. Team Collaboration: Ability to work well with others in a healthcare setting, fostering a team-oriented environment.
2. Adaptability: Flexibility to adapt to changing roles and responsibilities, as healthcare environments can be unpredictable.
Professionalism:
1. Confidentiality: Understanding the importance of maintaining patient confidentiality in accordance with legal and ethical standards.
2. Responsibility: Taking ownership of assigned tasks and being accountable for outcomes.
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