Medical Administrator (Full Time and Bank) in Canary Wharf

Job Description

Job titleMedical AdministratorFunction:Reception and Administration OfficeResponsible toAdmin ManagerAccountable toOperations ManagerKey Contacts:Patients, Visitors, Consultants & other LycaHealth Staff & SuppliersType of contract/tenure of postPermanent ContractHours per week40LocationLycaHealth Canary Wharf Diagnostic Centre, LycaHealth Orpington Diagnostic Centre & Other LycaHealth sites as they openRole Purpose:To provide an effective and efficient reception and administration, to provide supporting duties as and when required and a patient orientated service to support the smooth running of the LycaHealth Department.Core Responsibilities:Administration

1. To meet and greet all patients their families and visitors to LycaHealth maintaining a front of house that is inviting, welcoming and friendly.
2. To maintain a very smart, professional appearance.
3. To organise and book appointments for patients, doctor’s secretaries and external staff - in person and over the telephone
4. To provide a focal point for appointment enquiries from both clinicians and patients, dealing with queries as they arise to ensure the smooth running of the service.
5. To clearly explain preparations and procedures to patients
6. To check that Imaging request forms are IR(ME)R compliant before booking the procedure
7. To be trained in the use of the Department computer systems such as PAS and PACS
8. To politely deal with telephone bookings and enquiries, using the company telephone answering standard. This will include checking voicemail and returning calls
9. To assist with resolving difficulties and problems from patients, clinical staff and other external departments
10. To prepare paperwork for the day ahead and to locate missing paperwork as required
11. To handle insurance queries
12. Liaise with Administration and Accounts Managers regarding the billing’ process
13. To assist in other administrative tasks as directed
14. To occasionally chaperone the radiologists and other Clinicians
15. To check stationary levels and order appropriately under the instruction of the manager
16. The correct transfer of Radiological images to and from the PACS system

Infection Prevention and Control

1. The post holder is to be aware of and comply with national and local infection prevention and control guidance

Customer Care

1. Help to promote a culture of excellent Customer Service and identify areas for improvement as appropriate.
2. To provide customer support duties as and when required

2. Maintain excellent relationships with Consultants, GPs and staff across the company3. To work in close liaison with other staff to provide a high quality diagnostic service4. Focuses on the needs of customers, primarily our patients and consultants5. Identifies and prioritises the customer’s needs6. Understands situations from the customers perspective and provides solutions which fit the customers needs.7. Focuses on customer service and care and takes a proactive approach to their needs and ownership of their issuesCommunication

1. To deal in a clear and approachable style with all patients and families, taking care to address any concerns that are raised.
2. To have good written, spoken and comprehension of the English language and be clearly understandable to patients and clients with clear diction, pronunciation and clarity of speech.
3. Liaise closely with other members and associates of LycaHealth and patients to ensure that relevant information is communicated accurately and promptly
4. Appropriately receive, re-direct, action or take messages from incoming calls and make telephone calls to and from other sources or organisations as required and ensure that telephone calls are diverted at all other times to another member of staff if the office is unmanned during the working day.
5. To identify weaknesses in work practices and suggest service improvement changes and in liaison with line manager, implement changes as necessary.
6. To report any accidents or complaints to a senior member of staff.
7. To report any equipment failures to a senior member of staff.

Training

1. To provide training and assistance to colleagues who join the team.
2. To keep up to date with personal mandatory training and on-going professional development

Data Quality

1. To use relevant computer packages accurately after training such as the Patient Management System (Compucare), Picture Archive Communication System (Carestream-PACS) and Outlook etc.
2. To comply with the Data Protection Actand GDRP (General Data Protection Regulations) to maintain patient confidentiality at all times in accordance with policy
3. Information obtained during the course of employment should not be used for any purpose other than that intended and only disclosed to parties entitled to receive it. Unauthorised disclosure of information is a disciplinary offence.
4. To have a knowledge and understanding of the principles behind how acc