The following are the core responsibilities of the Patient Services Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels
Incoming Correspondence:
Process incoming and outgoing mail
Action all incoming emails and mail in a timely manner
Scanning of patient related documentation and attaching scanned documents to patient's healthcare records.
Allocation of electronic letters to appropriate clinician/ department, (bearing in mind absences from the practice due to working days, holidays, and sickness),via SystmOne workflow. Managing this correspondence with coding and completion where appropriate.
Communicating with secondary care and external agencies for patient related queries
Input data into the patient's healthcare records as necessary
. Processing requests for information i.e., SAR, insurance/solicitor's letters and DVLA forms
Coding & Actions on documents:
Identifying relevant clinical information documented in patient correspondence
Coding documents appropriately
Completing any detailed actions on documents
Clinically coding data on SystmOne
Assisting with the onward management and administration of actions added by clinicians
and other staff members
Producing Reports:
Collating information, managing reports and records with regards to Safeguarding and attending meetings
Electronic Results:
Allocation of electronic results received to appropriate clinician (bearing in mind absences from the practice due to working days, holidays and sickness), via SystmOne workflow.
Taking appropriate action on electronic results.
Informing patients and taking phone calls regarding test results
Appointments:
Making patients appointments as requested for:
On the day (urgent) appointments (after requests have been triaged)
Flu/Covid Clinics
Follow-up appointments from actions on letters & results
Other administrative duties
:
Carrying out system searches as requested
Summarising of patient notes for online registrations
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately
Following procedure for any deaths and referring to the Medical Examiner
Liaising with bereaved relatives and undertakers regarding deaths and appropriate paperwork
Maintain a clean, tidy, effective working area at all times
File and store records as required
Photocopy documentation as required
Support all clinical staff with general administrative tasks as requested
Process incoming and outgoing mail
Managing stationery levels
Manage petty cash used for incidental expenses
Produce and record invoices for private work and ensure records are completed when payment received
Managing all enquiries in an effective manner
Person specification - Patient Services Administrator
Essential Qualifications;
Educated to GCSE level or equivalent
Desirable Qualifications;
GCSE Mathematics and English (C or above)
Experience
Experience of working with the general public
Experience of administrative duties
Skills
Essential
Excellent communication skills (written and oral)
Strong IT Skills
Clear, polite telephone manner
Competent in the use of Office and Outlook
Effective time management (planning and organising)
Ability to work as a team member and autonomously
Good interpersonal skills
Problem solving and analytical skills
Ability to follow policy and procedure
Desirable
SystemOne user skills
Personal Qualities
Essential
Polite and confident
Flexible and cooperative
Motivated
Forward thinker
High levels of integrity and loyalty
Sensitive and empathetic in distressing situations
Ability to work under pressure
Other Requirements
Flexibility to work outside of core office hours
Job Type: Full-time
Pay: From 24,570.00 per year
Benefits:
Company pension
Schedule:
Monday to Friday
Education:
GCSE or equivalent (required)
Licence/Certification:
Driving Licence (preferred)
Work Location: In person