Job summary
Orthodontic Administrator
Division: Surgery and Anaesthetics
Care Group: Surgical Services
Band: 3
Salary: £24,071 - £25,674 per annum
Interview Date: Week Commencing 14th October 2024
We are recruiting for a Orthodontic Administratorwho shares our ambition and vision to deliver theBest of Care by the Best Peopleand has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.
The post holder will work as part of the Surgical Directorate to provide a clinical typing service to the Orthodontic clinicians reporting to the service manager.
Main duties of the job
First point of contact for all patients/visitors to the department on front of house i.e. reception, responding and resolving any queries when able. Demonstrating excellent customer service skills at all times and remaining sensitive to the needs to the patient.
The fundamental role of the orthodontic administrator is to ensure that clinics are audio-typed within agreed timescales, as set out in the service level agreements.
The role will involve working with a range of staff across the Planned Care Directorate. Excellent communication and interpersonal skills, the ability to work under pressure and the ability to work flexibly are essential.
The post holder will also support the Maxillofacial service in relation to reception duties.
The post holder will liaise with the community dental service in relation registering patients on OASIS and setting up pre-assessment clinics prior to treatment.
Our values are Bold, Every Person Counts, Sharing and Open and Together. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust.
We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.
To contribute to our exciting future and become part of our team, apply today.
About us
Do you have the ambition and vision to deliver our mission of theBest of Careby the Best of People providing excellent care, every time?
Here at Medway, we pride ourselves on working together as one to ensure that our sharedvisionis achieved for our patients.
As a key partner in the healthcare of our local population, we are keen to deliver this as an outcome of our Trust-wide strategy -Patient First.Using an Operational Excellence approach to align our priorities and operational management structures. We are looking for creative, skilled people to join our Transformation Team and further support us on this journey.
Our culture and values define us here at Medway NHS Foundation Trust and are the heartbeat of who we are as an organisation.
OurBESTvalues underpinPatient Firstand are at the core of the care we give to our patients, the support we offer to our staff and our overall leadership approach:
B - Bold
E - Every person counts
S - Sharing and open
T - Together
Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust.
Job description
Job responsibilities
To accurately complete the audio-typing of the clinic within agreed turnaround times.
To audio-type all clinics under the agreed template for the directorate to ensure uniformity of letters.
To ensure the enclosures indicated by the clinician on Big Hand are sent
out with the appropriate letter(s).
To be responsible for sending out and distributing clinic letters.
To ensure any amendments/corrections returned from the clinical teams are processed in a timely fashion to ensure that delays do not occur in the patient pathway.
To ensure patient records are accurately maintained on PAS, and any other relevant system(s) or databases, ensuring that patient demographics details are correct
Cashing up clinics and ensuring the treatments status code and outcome code have been correctly inputted.
To ensure there is effective and robust communication, liaising with
Patient Co-Ordinators, Team Leaders, Service Manager, and any other colleagues, including escalation of any issues as necessary.
To ensure that filing of all loose correspondence is carried out at the time of typing and that the files are kept in good order as detailed in the Trust Health Records Policy.
To maintain the case note tracker system ensuring all notes are correctly tracked as Case note tracking AGN.
To assist in the introduction and use of new technology and implement office procedures for the specialities.
To train staff in new technology and procedures if required.
To participate in team meetings and work with Team Leader(s) and Service Manager on service development.
To provide support for clinical specialty teams as directed by the Team Leader(s) and service manager
Each team member will have identified lead roles and responsibilities within the service which be assigned by the specialty manager. Training will be provided as required.
Any other duties as directed Team Leader(s) or Service Manager
Job description
Job responsibilities
To accurately complete the audio-typing of the clinic within agreed turnaround times.
To audio-type all clinics under the agreed template for the directorate to ensure uniformity of letters.
To ensure the enclosures indicated by the clinician on Big Hand are sent
out with the appropriate letter(s).
To be responsible for sending out and distributing clinic letters.
To ensure any amendments/corrections returned from the clinical teams are processed in a timely fashion to ensure that delays do not occur in the patient pathway.
To ensure patient records are accurately maintained on PAS, and any other relevant system(s) or databases, ensuring that patient demographics details are correct
Cashing up clinics and ensuring the treatments status code and outcome code have been correctly inputted.
To ensure there is effective and robust communication, liaising with
Patient Co-Ordinators, Team Leaders, Service Manager, and any other colleagues, including escalation of any issues as necessary.
To ensure that filing of all loose correspondence is carried out at the time of typing and that the files are kept in good order as detailed in the Trust Health Records Policy.
To maintain the case note tracker system ensuring all notes are correctly tracked as Case note tracking AGN.
To assist in the introduction and use of new technology and implement office procedures for the specialities.
To train staff in new technology and procedures if required.
To participate in team meetings and work with Team Leader(s) and Service Manager on service development.
To provide support for clinical specialty teams as directed by the Team Leader(s) and service manager
Each team member will have identified lead roles and responsibilities within the service which be assigned by the specialty manager. Training will be provided as required.
Any other duties as directed Team Leader(s) or Service Manager
Person Specification
Qualifications
Essential
- Educated to GCSE level including English or equivalent qualification/experience
- Qualification in audio-typing or proven experience of audio-typing within a healthcare setting
- Proven experience of using Medical Terminology
- Computer literate including ability to use Microsoft packages such as Excel.
Knowledge
Essential
- Good communication skills - written and verbal
- Good interpersonal skills
- Maintenance of patient confidentiality at all times
- Has the ability to adapt to challenging and changing situations/demands and able to support colleagues
Experience
Essential
- Computer literate - in particular able to use Microsoft Windows and email
- General office experience
- Audio typing experience
Skills
Essential
- Flexible, able to provide cover at short notice on occasion
- Ability to work under pressure
- Willing to work as part of a team to deliver good service
Person Specification
Qualifications
Essential
- Educated to GCSE level including English or equivalent qualification/experience
- Qualification in audio-typing or proven experience of audio-typing within a healthcare setting
- Proven experience of using Medical Terminology
- Computer literate including ability to use Microsoft packages such as Excel.
Knowledge
Essential
- Good communication skills - written and verbal
- Good interpersonal skills
- Maintenance of patient confidentiality at all times
- Has the ability to adapt to challenging and changing situations/demands and able to support colleagues
Experience
Essential
- Computer literate - in particular able to use Microsoft Windows and email
- General office experience
- Audio typing experience
Skills
Essential
- Flexible, able to provide cover at short notice on occasion
- Ability to work under pressure
- Willing to work as part of a team to deliver good service
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
