Clinical Support Administrator

Houghton Close Surgery; Bedford; On-site; GBP 20,000 - 25,000; Part time

Job summary

A healthcare provider in Bedford is seeking a Clinical Support Administrator to join their team part-time for approximately 18 hours a week. The role involves providing an effective reception service, managing patient queries, and assisting clinical staff. Ideal candidates should have strong customer service and IT skills, be able to work under pressure, and show empathy towards patients.

Qualifications

• Ability to work in a polite, confidential, and discreet manner.
• Experience of working with the general public, being sensitive and empathetic.
• Strong IT and administration skills, with a high level of accuracy.

Responsibilities

• Provide an effective, efficient reception service to patients.
• Manage appointment requests and amendments via phone and online.
• Maintain patient database and records accurately.

Skills

Customer service skills

IT skills

Attention to detail

Teamwork

Confidentiality

Job description

Houghton Close Surgery has an opportunity for an enthusiastic and proactive Clinical Support Administrator to join the team on a part-time basis of approx 18 hours a week. This role is pivotal to the experience of patients at our practice, helping them to access the right services and dealing with their queries face to face, online and by telephone.

General Practice is a challenging environment that requires a calm and caring approach with the ability to work under pressure.

The ideal candidate will be a highly motivated team player who can deliver a high level of customer service and offers excellent communication skills.

Main duties of the job

• Provide an effective, efficient and friendly reception service to patients and visitors in accordance to practice protocols.
• Respond to appointment requests and amendments that come through our online system and telephone lines.
• Greeting and navigating all patients.
• Accurately maintaining patient database and records.
• Assist the clinical staff and management with any administrative tasks deemed appropriate.

About us

The priority at Houghton Close Surgery is to provide the highest quality patient centred care for the 11,700 patients registered at the practice.

We are a dynamic, hard-working team. The Partnership is supportive and cohesive and we have a full complement of enthusiastic team members.

We provide a comprehensive range of medical services for our patients as well as meeting targets for the New Contract.

Job responsibilities

Main Responsibilities:

Reception, enquiries, appointments

Provide an effective, efficient and friendly reception service to patients and visitors in accordance with Practiceprotocols.

Make appointments and deal with all generalenquiries both in person and on the telephone.

Book, amend and cancel appointments on the dayand for future dates.

Book and process requests from home visits asappropriate.

Take and process messages, requests and tasksto and from patients by telephone, email and in person.

Using your own judgement, ensure that patientsrequesting urgent appointments, advice or home visits are correctly processedand the doctor on duty informed as necessary.

Ensure that new patients are registered ontothe computer system promptly and accurately and advised of all servicesavailable to them including online booking, text message consent, sharingpreferences etc.

Date stamp and sort incoming mail correctly.

Keep reception tidy, maintaining a clear deskpolicy and complying to patient confidentiality and data protection.

Advise patients of relevant charges for private(non GMS) services, accept payments and issue receipts for the same.

Administrative

Assist the clinical staff and management withany administrative tasks deemed appropriate.

Sort and distribute outgoing mail asappropriate.

Prepare cervical smear and minor operationspaperwork as per protocol.

Enter patient information on to the computer asrequired.

Photocopy correspondence and documents asrequired.

Scanning

Scanning of reports and communications onto theclinical system.

Other Tasks

General office administrative tasks e.g.photocopying.

Keeping workplace tidy and clutter free.

Carry out adhoc administrative dutiescommensurate with the grade and responsibilities of the position.

Maintain the integrity of building security.

Open up the surgery at the start of the dayincluding de-activating the alarm, opening appropriate internal doors,switching on the computers, emptying the dishwasher, taking early phone callsfrom staff and covering reception for the first part of the morning.

Transfer GP portal discharge summaries topatient records and tasking clinicians to inform them.

Undertake any additional tasks appropriate tothe post as requested by the Partners, or Practice Managers.

Person Specification

Experience

• Ability to work in a polite, confidential and discreet manner, respecting patients and colleagues at all times.
• Experience of working with general public, being sensitive and empathetic in difficult situations.
• Ability to work as part of a team.
• Strong IT and administration skills, with a high level of accuracy and attention to detail.
• Some flexibility, as you will sometimes need to work additional or alternative hours to cover for colleagues.
• Previous medical or healthcare receptionist experience is desirable.

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.