Patient Services Coordinator

TFP Fertility Group; Maidenhead; On-site; GBP 9,000 - 13,000; Part time

Benefits offered by this job

Dual contribution pension scheme

27 days + bank holidays pro rata

Job summary

TFP Thames Valley Fertility in Maidenhead seeks a dedicated Patient Support administrator to deliver first-class customer care and efficient administration for patients throughout their fertility journey.

You will be the central point for patients, staff and visitors, handling enquiries in person, by phone and email, and supporting funding, appointments, test results and steps along the journey. Evening/weekend shifts rotate 1:4.

Qualifications

• Experience in an administration role.
• Experience handling patient/customer enquiries in person, by phone or email.
• Proficient with Microsoft Office packages.
• Excellent keyboard and IT skills.
• Strong verbal and written communication skills.
• Ability to communicate effectively with staff and patients both over the telephone and face-to-face.
• Strong time management skills.
• Commitment to delivering a high-quality patient experience.
• Comfortable asking for and taking payments from patients.
• High level of customer orientation.
• High level of resilience and empathy.

Responsibilities

• Promptly and professionally manage initial enquiries via telephone/email within 24 hours of receipt.
• Process GP, consultant and self-referrals within 3 days.
• Coordinate with satellite clinics to deliver a seamless patient pathway.
• Explain processes to new patients and those seeking treatment.
• Keep patient records and correspondence correctly filed.
• Maintain patient database entries including appointments and invoicing.
• Ensure communications with patients are documented in the database.
• Follow up on any required payments for appointments in advance.
• Scan and allocate patient notes, invoices and related paperwork into the system.

Skills

Administration

Customer service

Telephone support

Microsoft Office

Communication

Payments processing

Time management

Empathy

Resilience

Attention to detail

Education

Higher Level Education

Job description

We at TFP, are looking for brilliant minds and passionate hearts to help us shape the future of fertility. We are one of the largest fertility service providers in Europe operating our IVF clinics and egg/sperm freezing banks in the UK and Poland. We have embarked on the mission to use technology to provide patients with a memorable best-in-class fertility journey that leads to the best outcome starting a family!

At TFP, we offer all our patients the care, understanding and expertise that help to bring dreams to life. We are passionate about what we do, which reflects our commitment to creating lives and changing lives.

Science research and innovation are key to how we work and have led to us pioneering fertility treatment for more than 35 years. Many of our clinicians are internationally renowned specialists and we regularly share knowledge across our clinics to further improve our success. Join us at TFP Fertility, where your passion and expertise can contribute to our legacy of excellence.

The Role:

Are you passionate about delivering exceptional customer service? Could you help support our patients along every step of their journey? We’d love to hear from you. We’re looking for someone to join our amazing Patient Support team, providing exceptional customer care and an efficient administration service for all our patients.

Your focus in this role will be providing first class customer experience at our TFP Fertility Clinic. Working as part of a close-knit team, you will be the central point for our patients, staff and visitors, handling a broad range of enquiries in person, by telephone and email.

You’ll assist patients with a broad range of queries including funding, appointments, test results and the different steps they’ll be taking along the fertility journey. You’ll work closely with our satellite services, local NHS Consultants and any other related organisations to help answer their queries promptly and efficiently. We’re passionate about helping our teams to be at their best, so we’ll work with you to ensure you’re fully supported both personally and professionally. With opportunities to develop within your role, you’ll work to a programme to build your skills and experience.

This is a part-time position working 22.5 hour per week - 3 days

There will be an evening and weekend shift required on a rotational basis of 1:4

The Location:

Thames Valley Fertility (TVF) was established in 2017, and due to the passion, expertise and reputation of our team, has already grown into a leading fertility clinic. Providing treatment to both NHS and private patients, TVF performs approximately 550 fresh cycles and 450 frozen cycles per year. Offering a full suite of treatment and diagnostic services, including PGT. Conveniently located on the outskirts of Maidenhead, adjacent to junction 8/9 of the M4, there is ample free parking for staff and patients at the front of the building.

Key Responsibilities:

• Promptly and professionally managing initial enquiries via telephone/email within 24 hours of receipt.
• Effective processing of all GP, consultant and self-referrals within 3 days.
• Dealing with all satellite clinics and ensuring that communication is of a high standard to deliver a seamless patient pathway.
• Explaining the processes to new patients and those seeking treatment.
• Ensuring that patients’ records and correspondence are correctly filed.
• To be conversant with the patient database for recording and maintaining patient information, including the appointment and invoicing system.
• Ensuring that all communication with the patient is documented in the patient database.
• Ensuring that money has been received for all appointments that require to be paid for in advance and follow up where necessary.
• To carry out the scanning and allocating of patient notes, invoices and other paperwork, as required, into the computer system.

Qualifications and Experience:

• Educated to Higher Level
• Experience working in an administration role.
• Experience working with patients / customers both face-to-face and over the telephone
• Skills & competencies normally associated with relevant administration experience.
• Proficient knowledge and experience of Microsoft Office Packages
• Excellent keyboard/IT skills
• Excellent oral and written communication skills and manner
• Ability to communicate effectively with staff and patients over the telephone and face-to-face
• Excellent time management skills
• Commitment to delivering a high-quality patient experience.
• Be comfortable asking for payments and taking payments from patients
• High level of customer orientation
• High level of resilience and empathy

Location: TFP Thames Valley Fertility - Maidenhead

Salary: Competitive (Depending on experience)

Working Hours: 22.5 per week

There will be an evening and weekend shift required on a rotational basis of 1:4

Pension: Dual contribution pension scheme

Holiday Entitlement: 27 Days + Bank holidays pro rata