Patient Services Administrator

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

Educated to GCSE level or equivalent, 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