Job responsibilities
MAIN TASKS AND RESPONSIBILITIES:
Finance
- To be responsible for outpatient billing.
- To ensure all the outpatient charge sheets are invoiced daily and held on file for audit purposes.
- To ensure patients debit/credit card has been swiped prior to consultation
- To ensure a contract has been signed and uploaded onto compucare. (either new episode of care or yearly update).
- Manage outpatient’s accounts, queries from patients, consultants, insurance companies and the finance department
Reception
- Greet patients and visitors to the unit in a professional manner and in accordance with the division and Trust policy.
- Maintain accurate filing systems.
- Book and cancel patient transport for future appointments on demand.
- Book follow up appointments where necessary.
- Ensure clinics are all ‘cashed out’ at the end of day.
- Handle all paperwork associated with reception duties including before, during and after clinic.
- Liaise with Facilities or Hotel Service Departments in relation to any faults in the patient waiting areas.
- Ensure patients are asked to complete iTracker FFT.
Communication
- Deal with queries from GPs, Doctors, wards, and other departments over the phone and in person in a calm and polite manner and in accordance with the Imperial private healthcare and Trust policy.
- Provide basic information to patients / visitors / carers, such as providing directions to other areas of the hospital / delays in clinic and expected waiting time.
- Telephone patients to remind them of their appointment time and date.
- Provide empathetic verbal support for patients / carers via face-to-face contact and over the phone.
- Handle sensitive issues with tact and diplomacy.
Information Systems
- Use hospital information systems Cerner and Compucare to track medical notes, process patients, book appointments and carry out any other tasks associated with the system.
- Booking of patients within the unit using the hospital information system Cerner and Compucare and send out all booking details and corresponding material (CMA pre consultation letter).
- Order any stock items as necessary for the unit.
Clinic Preparation
- Ensure all clinic lists, notes referrals are available for all clinics.
- Provide administrative support for the clinics.
- Order consumables as necessary for the unit.
Establishing, maintaining and monitoring excellent office and information systems
- Maintain the unit filing systems.
- Process the daily post.
- Process referrals in accordance with Trust policy.
- Use the integrated computerised hospital information system to determine patients’ appointments, assign appointments, casefolder location, etc.
- Maintaining efficiency in all clinics.
- Collect and book out of medical records for clinical matters as necessary, ensuring that there location is identifiable at all times.
Quality and customer care
- Ensure all enquires to the department are dealt with politely, courteously, promptly and professionally.
- Working with the information department and the line manager to ensure that clinic appointments letters, diagnostic test reports are received by relevant parties within the specified time limits.
- Auditing of Trust quality standards as requested and with regards to any part of the service which may be necessary.
Other duties
- Assist in producing ad hoc reports and in project work
- Undertake any other duties requested as appropriate to the banding.
General Responsibilities
- Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks.
- Participate in annual appraisals and performance reviews. Identify personal development needs.
- Attend training and development as required.
- Help provide cover for the other departmental administrators during busy periods, sickness and annual leave and where there is an imbalance of workload.
- To act as part of the wider multidisciplinary team, including clinicians, nurses, therapists and other clerical and professional staff.
- Understand and adhere to all Trust policies, guidelines and procedures.
- To maintain a neat and tidy personal appearance including the wearing of uniform provided and name badges at all times.
- Support Imperial private healthcare and the the Trust in providing the best experience possible for each of our patients.
- To maintain confidentiality in respect of information obtained at all times.
A job description does not constitute a ‘term and condition of employment’. It is provided only as a guide to assist the employee in the performance of their job. The Trust is a fast moving organisation and therefore changes in employees’ duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the postholder.
