Job summary
The post holder will be required to undertake a wide range of duties in providing administrative support to the Private Patient Services Team. The post is seen as a vital and integral link between patients, staff and clinicians. Primarily the role is the first point of contact for patients, insurance companies, clinical staff and the wider hospital team. The post holder will be responsible for booking patients from an initial telephone enquiry to subsequent treatment and discharge as well as supporting the clinical services manager and support manager with tasks to ensure the following of effective processes to ensure all financial and activity reporting requirements are met.
Main duties of the job
To provide an end to end patient service including but not limited to;
Dealing with patient enquiries over the phone
Direct booking outpatient appointments
Liaising with imaging to secure imaging slots
Liaising with pre operative assessment to secure appointments
Processing patient bookings to ensure all the relevant checks have been undertaken prior to admission and that the patient funding stream is in place
Ensuring the payment paperwork is completed and processed on admission
Coordinating with secretaries and consultants
Requesting outside images from other organisations via IEP ahead of consultations and planned surgeries.
About us
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
To find more about our staff benefits, please visit our website.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
- Coordinate with surgeons and private medical secretaries to accept private patient bookings ensuring that theatre space and bed capacity is available to accommodate the patients at that time.
- Register patients on the Trust PAS system and liaise with medical records to ensure patients are registered and notes are available and trackable.
- Take directly bookable outpatient appointments and ensure that these are processed and the patients have a confirmation letter of the appointment
- Liaise with imaging and physiotherapy to coordinate actions from outpatient appointments
- Book pre-operative assessment appointments in line with the current trust guidelines and procedures.
- Enter referrals and waiting list entries to the Trust PAS system
- Ensure patients are registered on the Trust theatre booking system in line with current trust guidelines and procedures.
- Work with the surgeon, anaesthetist and medical secretary to organise theatre lists appropriately ensuring that where possible the theatre list efficiency is maximised
- Prepare written confirmation of patient appointment details and admissions and ensure these are issued to patients in a timely manner
- Work with the clinical services support manager to prepare quotations for self-funding patients and confirm this to patients verbally and via formal letter
- In conjunction with the clinical services support manager, ensure that contact is made with insurance companies in a timely manner to confirm pre-authorisation of admissions
- Arrange payment to be taken for self-funding patients
- Request outside imaging via IEP and ensure that imaging is available to the surgeon prior to procedure date
- Be the first point of contact for patients over the telephone and via email to receive and action incoming enquiries regarding booking a consultation, the facilities and to offer advice on appropriate pathways
- Ensure that all admission paperwork relating to payment is completed and accurate and filed in the patient notes
- Ensure that accurate records are kept regarding admissions, discharges and payments using the Trust PAS system and private patient database
- In conjunction with the clinical services support manager ensure that all discharge information (including but not limited to admission paperwork, operation notes, anaesthetic charts and any other relevant information) to support a timely and efficient invoice process
- Liaise with external medical secretaries to provide the relevant information on discharge to support the patient follow up appointments
- Ensure that stationary supplies and stock levels are maintained and ordered appropriately
- Undertake any other duties delegated by the clinical services support manager
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
- Coordinate with surgeons and private medical secretaries to accept private patient bookings ensuring that theatre space and bed capacity is available to accommodate the patients at that time.
- Register patients on the Trust PAS system and liaise with medical records to ensure patients are registered and notes are available and trackable.
- Take directly bookable outpatient appointments and ensure that these are processed and the patients have a confirmation letter of the appointment
- Liaise with imaging and physiotherapy to coordinate actions from outpatient appointments
- Book pre-operative assessment appointments in line with the current trust guidelines and procedures.
- Enter referrals and waiting list entries to the Trust PAS system
- Ensure patients are registered on the Trust theatre booking system in line with current trust guidelines and procedures.
- Work with the surgeon, anaesthetist and medical secretary to organise theatre lists appropriately ensuring that where possible the theatre list efficiency is maximised
- Prepare written confirmation of patient appointment details and admissions and ensure these are issued to patients in a timely manner
- Work with the clinical services support manager to prepare quotations for self-funding patients and confirm this to patients verbally and via formal letter
- In conjunction with the clinical services support manager, ensure that contact is made with insurance companies in a timely manner to confirm pre-authorisation of admissions
- Arrange payment to be taken for self-funding patients
- Request outside imaging via IEP and ensure that imaging is available to the surgeon prior to procedure date
- Be the first point of contact for patients over the telephone and via email to receive and action incoming enquiries regarding booking a consultation, the facilities and to offer advice on appropriate pathways
- Ensure that all admission paperwork relating to payment is completed and accurate and filed in the patient notes
- Ensure that accurate records are kept regarding admissions, discharges and payments using the Trust PAS system and private patient database
- In conjunction with the clinical services support manager ensure that all discharge information (including but not limited to admission paperwork, operation notes, anaesthetic charts and any other relevant information) to support a timely and efficient invoice process
- Liaise with external medical secretaries to provide the relevant information on discharge to support the patient follow up appointments
- Ensure that stationary supplies and stock levels are maintained and ordered appropriately
- Undertake any other duties delegated by the clinical services support manager
Person Specification
Qualifications
Essential
- BTEC or equivalent experience
- English language and Maths to GCSE level or above
Experience
Essential
- Experience of working in an administrative role within a busy environment
- Information Collection, Processing & Analysis
- Experience within a patient facing role
Desirable
- Good working knowledge of invoicing systems
- Good working knowledge of patient administration systems
- Experience within a private patient environment
Skills
Essential
- Excellent IT skills - Knowledge of Microsoft Office, Word, Excel, Access, PowerPoint
- Working knowledge of excel and the ability to input and extract data
- Good organisational skills
- Excellent communication skills.
- Good interpersonal skills
- Able to prioritise
- Ability to problem solve
- Ability to pay attention to detail
Desirable
- Knowledge of private patient practice
Person Specification
Qualifications
Essential
- BTEC or equivalent experience
- English language and Maths to GCSE level or above
Experience
Essential
- Experience of working in an administrative role within a busy environment
- Information Collection, Processing & Analysis
- Experience within a patient facing role
Desirable
- Good working knowledge of invoicing systems
- Good working knowledge of patient administration systems
- Experience within a private patient environment
Skills
Essential
- Excellent IT skills - Knowledge of Microsoft Office, Word, Excel, Access, PowerPoint
- Working knowledge of excel and the ability to input and extract data
- Good organisational skills
- Excellent communication skills.
- Good interpersonal skills
- Able to prioritise
- Ability to problem solve
- Ability to pay attention to detail
Desirable
- Knowledge of private patient practice
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
The Royal Orthopaedic Hospital NHS Foundation Trust
Address
The Woodlands Suite, The Royal Orthopaedic Hospital Birmingham
Bristol Road
Northfield
B31 2AP
Employer's website
https://www.roh.nhs.uk/ (Opens in a new tab)
