Elective Care - Service Administrator

About the Role…

As Service Administrator, for Totally, you will be working within the planned care division at the Innovation Centre in Blackburn. Reporting to the Office Manager, this post will involve dealing with patients and clinicians to ensure the smooth running of clinics.

These Service Administrators will be on a full-time/ part-time permanent basis and will work as part of a central team to provide administrative support for their community-based dermatology services.

‘Totally seeks to improve healthcare outcomes for all through the delivery of exceptional health and wellbeing services.’

Your Day to Day…

• Receive and administer all referrals to the service.
• Receive, process and store referrals from a variety of healthcare professionals, using relevant IT systems.
• Ensure each referral is triaged by one of the clinical team.
• Co-ordinate clinic lists to ensure the maximum use of available capacity including replacing last minute cancellations and monitor, on a daily basis, to ensure waiting times do not exceed limits agreed.
• Be responsible for the addition, removal and modification of patients to the appointment system and communicate these changes to all other relevant staff.  This may be in response to a request from a clinician or patient or as judged appropriate to meet waiting time policy.
• Undertake correct booking process in order to ensure high quality patient access to services.
• Act as a contact point for patients wishing to book an appointment with the service negotiating time and venue.  Liaise with patient to book an appointment in a clinic and send letters of confirmation to patients to ensure that they are aware of their appointment time.
• Ensure clinical and reception staff at clinics have access to clinic lists.
• Receive and respond to enquiries from clinical staff on patient-related details, often in a time pressured environment.
• Ensure any investigation results or information is included within patient records.
• Ensure completeness of patient records following clinic attendance.
• Use e-Referrals system to process referrals received by service.
• Receive investigation results and direct to appropriate member of clinical staff.
• Receive and manage frequent enquiries from patients and health professionals, including GPs, consultant specialists and nurses and either respond to these as appropriate or direct the call to a member of the clinical or managerial staff.
• Daily upload patient appointment information ready for text messages to be processed to patients informing them of their appointments.

Qualification, Experience & Training…

• Excellent telephone manner
• Good administrative skills
• Have experience of working in a busy service led environment
• Experience of working in the NHS would be an advantage although this is not essential as full training will be provided.

Reward & Benefits…

• 25 days annual leave (plus 3 buy back days)
• My Totally Rewards (online discount portal),
• 6% Employer Pension contribution,
• Share save scheme,
• Opportunities for career development,
• Employee assistance program,
• Virtual GP Services – 24/7 GP Appointments,
• WeCare Wellbeing
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Disclosure & Barring…

Successful candidates will be required to undergo a Disclosure & Barring Check.

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