Job summary
This is an exciting opportunity to join our Outpatient Physiotherapy Admin Team in Woking Community Hospital as a B3 Clinical Office Administrator.
The successful applicant will have the ability to work as part of the admin team in order to deliver a high-quality patient experience and administrative service for our team of Physiotherapists, display excellent communication skills, and have an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery, alongside being a team player with the ability to problem solve and work independently.
An understanding of the 18-week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, ERS, Evolve, Envoy and Dictate IT. Previous experience of these systems is desirable, but not essential, as training will be provided.
Applicants should refer to the Person Specification to ensure they meet the criteria for the post.
Main duties of the job
The post holder will:
Undertake a range of administrative and clerical activities including:
Reception duties, booking both new and follow up appointments. Utilising clinic slots fully, telephone enquiries and use a number of trust systems.
In addition, the role will provide other clerical and administrative support to the outpatient physiotherapy service as required.
The post holder will come into direct contact with patients, carers and relatives and healthcare professionals.
To support the outpatient Band 7 Physiotherapists and other members of the team in the smooth running of the physiotherapy outpatient department.
To provide cross site reception/administration cover as required.
The post holder will be able to multi task and work well under pressure, prioritising work load and creating a great patient experience.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
- Excellent pension scheme and annual leave entitlement
- On-site Nurseries
- On-site staff cafes
- On-site parking
- Support in career development
- Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit:www.asph-careers.org
Job description
Job responsibilities
1. To use the Trusts information systems appropriately in the outpatient physiotherapy department to record all referrals ensuring data accuracy with patient details, referrer details and referral dates highlighting any referrals which require urgent attention and investigating any discrepancies or missing information.
2. To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required.
3. To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment.
4. Work with the iMSK admin hub to process iMSK referrals for health professional teams.
5. To undertake the full range of reception duties for the physiotherapy outpatient department. This will include assisting patients whilst checking in, out-coming appointments and rebooking appointments with the patient.
6. To deal with telephone enquiries regarding all physiotherapy outpatient appointments and to make appropriate changes/amendments using the Trusts information systems in line with departmental guidance.
7. Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation.
8. To advise patients of non-clinical information e.g., outpatient waiting times.
9. To update the waiting list records as required.
10. To prepare patient records for the physiotherapy department.
11. To be responsible for booking transport for patients and liaising with the transport services to ensure that patients arrival and return journeys are planned in conjunction with patient need and clinic requirements.
12. To file and archive clinical records
13. To run daily reports and any other ad hoc reports from the Trusts information system.
14. To be responsible, in cooperation with the senior physiotherapy staff for cancelling clinics in the event of unplanned absence adhering to department policies.
15.To discharge patients in line with the departmental policies and procedures.
16. To make changes to clinic templates as required
17. To collect, open and date stamp post for the department.
18. To undertake photocopying and other general clerical duties as required for the physiotherapy department.
19. To attend staff meetings and any other meetings as appropriate.
20. To liaise with GPs, medical staff, wards, physiotherapists, iMSK admin hub and colleagues as required.
21. To provide cover for other non-clinical roles within the department as required
22. To assist with ordering stationery and other office supplies.
23. To assist in running the physiotherapy equipment shop, ensuring efficient handling of cash in line with policies and procedures.
24. To assist in the process of patients and other parties accessing medical records. Ensuring that correspondence with solicitors and other communication is carried out in a timely manner in accordance with policies and procedures.
25. To maintain a safe working environment liaising with other departments and completing incident forms as required. 26. To prioritise workload and work without supervision when necessary.
Job description
Job responsibilities
1. To use the Trusts information systems appropriately in the outpatient physiotherapy department to record all referrals ensuring data accuracy with patient details, referrer details and referral dates highlighting any referrals which require urgent attention and investigating any discrepancies or missing information.
2. To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required.
3. To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment.
4. Work with the iMSK admin hub to process iMSK referrals for health professional teams.
5. To undertake the full range of reception duties for the physiotherapy outpatient department. This will include assisting patients whilst checking in, out-coming appointments and rebooking appointments with the patient.
6. To deal with telephone enquiries regarding all physiotherapy outpatient appointments and to make appropriate changes/amendments using the Trusts information systems in line with departmental guidance.
7. Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation.
8. To advise patients of non-clinical information e.g., outpatient waiting times.
9. To update the waiting list records as required.
10. To prepare patient records for the physiotherapy department.
11. To be responsible for booking transport for patients and liaising with the transport services to ensure that patients arrival and return journeys are planned in conjunction with patient need and clinic requirements.
12. To file and archive clinical records
13. To run daily reports and any other ad hoc reports from the Trusts information system.
14. To be responsible, in cooperation with the senior physiotherapy staff for cancelling clinics in the event of unplanned absence adhering to department policies.
15.To discharge patients in line with the departmental policies and procedures.
16. To make changes to clinic templates as required
17. To collect, open and date stamp post for the department.
18. To undertake photocopying and other general clerical duties as required for the physiotherapy department.
19. To attend staff meetings and any other meetings as appropriate.
20. To liaise with GPs, medical staff, wards, physiotherapists, iMSK admin hub and colleagues as required.
21. To provide cover for other non-clinical roles within the department as required
22. To assist with ordering stationery and other office supplies.
23. To assist in running the physiotherapy equipment shop, ensuring efficient handling of cash in line with policies and procedures.
24. To assist in the process of patients and other parties accessing medical records. Ensuring that correspondence with solicitors and other communication is carried out in a timely manner in accordance with policies and procedures.
25. To maintain a safe working environment liaising with other departments and completing incident forms as required. 26. To prioritise workload and work without supervision when necessary.
Person Specification
Qualifications
Essential
- Achieved English + Maths Qualification
Desirable
- Knowledge of Microsoft Computer Packages
Experience
Essential
- Telephone + Face to Face Customer/Patient Experience
- Team Working
- Taking initiative
- Meeting goals/deadlines
Desirable
- Experience working in a health or social care setting
Skills
Essential
- Good communication skills
- Able to work to deadlines and under pressure
- Good organisational skills
- Able to prioritise workload
- Flexible
Person Specification
Qualifications
Essential
- Achieved English + Maths Qualification
Desirable
- Knowledge of Microsoft Computer Packages
Experience
Essential
- Telephone + Face to Face Customer/Patient Experience
- Team Working
- Taking initiative
- Meeting goals/deadlines
Desirable
- Experience working in a health or social care setting
Skills
Essential
- Good communication skills
- Able to work to deadlines and under pressure
- Good organisational skills
- Able to prioritise workload
- Flexible
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
