Detailed job description and main responsibilities

Key results from the job holder

·         Accurate completion of documentation (admission agreements, self-pay documentation).

·         Documentation for outpatient clinics available as required.

·         Effective enquiry handling.

·         Well managed reception area.

·         Positive feedback to managers from customer groups (Consultants, patients, relatives).

Planning and Organisational Duties

·         Meeting and greeting patients and visitors to JCW.

·         Answering of telephones and managing general enquiries.

·         Ensure private patient reception area is tidy and presentable e.g. tidying of newspapers, clearing of used cups.

·         Liaise with insurance companies by telephone and fax for pre and continued authorisation of treatment purposes.

·         Assisting in liaising with consultants and their private secretaries regarding all aspects of organising in-patient admissions and out-patient clinics.

·         Ensure notes and x-rays are present for all in-patient admissions, with appropriate nursing documentation templates, and out-patient clinics.

·         Ensure adequate copies of documentation are available through photocopying

·         Prepare finance letters and package documentation for PP finance supervisor and pre-operative letters for the Out Patient department.

·         Produce daily patient report for therapy staff to enable correct recording of data and invoicing to be undertaken.

·         Provide administrative support to the Overseas Visitor Officer in the management of overseas visitors.

·         Follow private patient administration policies and protocols in line with Trust policy and legislation.

Communications and Key Working Relationships

·         Escort and orientate all in-patient admissions in their rooms.

·         Assist patients on completion of their daily menus and other administration duties.

·         Co-ordinate out-patient clinics. Update/enter patient details on PAS system.

·         Pre-admit private patients on PAS system.

·         Utilise the various IT systems to support the management of overseas visitors.

·         Interrogate Trust systems e.g. pathology and radiology and enter data onto private patient management system to allow correct invoicing to be undertaken.

Responsibility for Finance

·         Receipt petty cash and pass on to other payments to PP Finance Supervisor.

·         Ensure correct payment details are entered on all private patient agreement forms to enable correct invoicing to be undertaken.

·         Record prosthesis details on charge sheets to enable invoicing to be undertaken.

Work Circumstances & on-call 

·       Shift system across Monday to Friday with standard hours between 07.00 and 19.00.

·       On occasion flexibility may be required including later finishing or Saturday working.