Job summary
25 Hours per week
Mon-Friday
8am-1pm
As a key member of
the Dermatology administration team you will be be responsible for ensuring the
effective running of the Dermatology service reception as well as picking up
general office duties.
Your role will
include opening up the reception area in the morning ready for clinics to start
at 8.30am. Marking patients as arrived, informing patients of delays or issues
in clinic, dealing with general queries.
Sending out appointment letters and SMS messages, restocking clinical
rooms and administration supplies and to handover to the afternoon
reception/admin team.
You will be a team
player contributing to the overall high performance of the Westcliffe Health
Innovations team.
You will be
required to answer the Dermatology telephone lines to assist with new referrals
and patient queries, full training and support will be given for this.
As your training
progresses, you will have shared reception administration duties and work
towards having a workload of your own. The ability to be able to work as part
of a team but also manage your own workload and multitask is essential for this
role.
Main duties of the job
Produce accurate and professional letters for the
service, including ensuring all
actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up
appointment, referring on to another provider or in-house for an investigation
or simply informing the referring GP the patient has been discharged.
Effectively and timely manage the typing generated by
the specialist clinics and ensure all typing is managed within IG guidance and
policy.
Liaise closely with clinical staff regarding patient
letters, to ensure effectiveness of the service, including histology dictation
and matching of reports to patient files.
Answering telephone calls and taking messages for
clinical and management staff and ensuring forwarding in a timely manner.
To work
as part of a team of staff who respond in a timely and accurate manner to
patient notes and queries on the clinical system.
As part
of a team you are jointly responsible for the ongoing development and
maintenance of safe patient administration management systems by ensuring
timely and accurate input of information on the clinical system, following
templates and protocols where required
About us
Westcliffe Health Innovations was established in 2014 based at Eccleshill Treatment Centre to deliver Consultant led, high quality Endoscopy Services to NHS patients in Bradford and Leeds.
Now in 2024, Westcliffe Health Innovations provides a range of services; Gastroenterology, Plastic Surgery, Cardiology, ENT, Audiology, Gynaecology, Urology, Vascular Surgery and Dermatology.
The care delivered here at Westcliffe Health Innovations has been developed in a clean modern environment that has the comfort and satisfaction of the patient at its heart, providing a safe effective service, delivered in a calm environment that is done to make the patient experience as stress free as possible.
At Westcliffe Health Innovations we will work together to maintain a culture that develops and supports you and your team.
Job description
Job responsibilities
PLEASE REFER TO SUPPORTING DOCUMENT FOR FULL JOB DESCRIPTION
As a key member of
the Dermatology administration team you will be responsible for ensuring the
effective running of the Dermatology service reception as well as picking up
general office duties.
You will be a team
player contributing to the overall high performance of the Westcliffe Health
Innovations team.
Your role will
include opening up the reception area in the morning ready for clinics to start
at 8.30am. Marking patients as arrived, informing patients of delays or issues
in clinic, dealing with general queries.
Sending out appointment letters and SMS messages, restocking clinical
rooms and administration supplies and to handover to the afternoon
reception/admin team.
You will be
required to answer the Dermatology telephone lines to assist with new referrals
and patient queries, full training and support will be given for this.
As your training
progresses, you will have shared reception administration duties and work
towards having a workload of your own. The ability to be able to work as part
of a team but also manage your own workload and multitask is essential for this
role.
Produce accurate and professional letters for the
service, including ensuring all
actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up
appointment, referring on to another provider or in-house for an investigation
or simply informing the referring GP the patient has been discharged.
Effectively and timely manage the typing generated by
the specialist clinics and ensure all typing is managed within IG guidance and
policy.
Ensure all appropriate documentation is completed for
the discharge process and that notes are scanned onto the Patient Information
System (S1), following discharge
Liaise closely with clinical staff regarding patient
letters, to ensure effectiveness of the service, including histology dictation
and matching of reports to patient files
Answering telephone calls and taking messages for
clinical and management staff and ensuring forwarding in a timely manner.
To work
as part of a team of staff who respond in a timely and accurate manner to
patient notes and queries on the clinical system.
You are
responsible for ensuring patients receive timely and clear instruction with
regard their appointment date and time including direction to the centres and
any patient information leaflets as relevant
As part
of a team you are also responsible for operating appointments via the choose
and book system, making appointments at the time of the phone call whenever
possible
To
provide general office duties such as filing, post distribution and
photocopying as relevant to your clinic areas and as part of a team of staff
providing a general admin function
To
provide cover during staff absences and other
times of pressure on colleagues workload and handover
effectively
to colleagues before your planned absences ie annual leave
To
answer the telephone as part of a team of staff, picking up general enquiries
in relation to various service areas
Ensure
patients are registered on System1 and case loading into service
To
efficiently deal with tasks
Registering and booking patients: patient
contact, telephone queries, face to face queries.
You are responsible for chasing results and
linking to patient notes
Ensure reports are scanned onto patient
records.
Job description
Job responsibilities
PLEASE REFER TO SUPPORTING DOCUMENT FOR FULL JOB DESCRIPTION
As a key member of
the Dermatology administration team you will be responsible for ensuring the
effective running of the Dermatology service reception as well as picking up
general office duties.
You will be a team
player contributing to the overall high performance of the Westcliffe Health
Innovations team.
Your role will
include opening up the reception area in the morning ready for clinics to start
at 8.30am. Marking patients as arrived, informing patients of delays or issues
in clinic, dealing with general queries.
Sending out appointment letters and SMS messages, restocking clinical
rooms and administration supplies and to handover to the afternoon
reception/admin team.
You will be
required to answer the Dermatology telephone lines to assist with new referrals
and patient queries, full training and support will be given for this.
As your training
progresses, you will have shared reception administration duties and work
towards having a workload of your own. The ability to be able to work as part
of a team but also manage your own workload and multitask is essential for this
role.
Produce accurate and professional letters for the
service, including ensuring all
actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up
appointment, referring on to another provider or in-house for an investigation
or simply informing the referring GP the patient has been discharged.
Effectively and timely manage the typing generated by
the specialist clinics and ensure all typing is managed within IG guidance and
policy.
Ensure all appropriate documentation is completed for
the discharge process and that notes are scanned onto the Patient Information
System (S1), following discharge
Liaise closely with clinical staff regarding patient
letters, to ensure effectiveness of the service, including histology dictation
and matching of reports to patient files
Answering telephone calls and taking messages for
clinical and management staff and ensuring forwarding in a timely manner.
To work
as part of a team of staff who respond in a timely and accurate manner to
patient notes and queries on the clinical system.
You are
responsible for ensuring patients receive timely and clear instruction with
regard their appointment date and time including direction to the centres and
any patient information leaflets as relevant
As part
of a team you are also responsible for operating appointments via the choose
and book system, making appointments at the time of the phone call whenever
possible
To
provide general office duties such as filing, post distribution and
photocopying as relevant to your clinic areas and as part of a team of staff
providing a general admin function
To
provide cover during staff absences and other
times of pressure on colleagues workload and handover
effectively
to colleagues before your planned absences ie annual leave
To
answer the telephone as part of a team of staff, picking up general enquiries
in relation to various service areas
Ensure
patients are registered on System1 and case loading into service
To
efficiently deal with tasks
Registering and booking patients: patient
contact, telephone queries, face to face queries.
You are responsible for chasing results and
linking to patient notes
Ensure reports are scanned onto patient
records.
Person Specification
Qualifications
Essential
- GCSE grade C + in English and Maths or equivalent
- Good knowledge of computer systems
Experience
Essential
- High experience in customer service telephone and face to face
Person Specification
Qualifications
Essential
- GCSE grade C + in English and Maths or equivalent
- Good knowledge of computer systems
Experience
Essential
- High experience in customer service telephone and face to face
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.
