Administration Assistant

Job description

Job 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.

Person Specification

Qualifications

Essential

• Good standard of general education including English and Mathematics

Desirable

• NVQ level 2 Administration or similar previous experience

Experience

Essential

• Customer Facing Experience

Desirable

• Customer facing role in healthcare, NHS or independent

Skills

Essential

• Communication skills including telephone answering
• Basic IT skills

Desirable

• IT skills using Microsoft Word and Excel

Knowledge

Essential

• Knowledge of healthcare service organisation

Desirable

• Knowledge of private healthcare market Knowledge of Overseas Visitors legislation

Additonal

Essential

• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

Desirable

• Flexibility and adaptability

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.

Employer details

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

John Charnley Wing Wrightington Hospital

Hall Lane Appley Bridge

Wigan

WN6 9EP

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)