Job summary
An exciting opportunity has arisen within the Dental Service to provide a professional administrative service to the Dental Team based at Whitegate Health Centre, South Shore Primary Care Centre, Moorpark Health Centre & St Annes Health Centre.
This requires the daily computer use of Electronic Patient Administration Systems and Microsoft Office programmes.
The work primarily involves administrative duties such as handling telephone appointment bookings and enquiries from patients, reception, and general clinical administration duties, including registration and processing of patient referrals into the Service.
Essential requirements are to ensure the confidentiality of any information obtained regarding patient care, maintain effective communications with all colleagues, patients and visitors and to work effectively as part of a team.
Main duties of the job
Management of electronic patient administration system within the Dental Team and provision of administrative support and electronic patient system support to the Dental Team.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is situated on the west coast of Lancashire, with services covering the local authority areas of Blackpool, Fylde and Wyre. The Trust is part of the Lancashire and South Cumbria Integrated Care System (ICS) supporting a population of around 1.6 million people.
We have three main hospitals providing acute services to around 330,000 local residents. The organisation also provides specialist tertiary care for cardiac and haematology services, delivers community health services to over 445,000 residents including those in North Lancashire and hosts the National Artificial Eye Service across England. Plus, we provide urgent and emergency care services to an estimated 18 million people who visit the seaside resort each year. We employ over 7000 people from 68 different countries.
We welcome and encourage application from anyone with protected characteristics, as well as supporting reservists and Veterans who are looking for a rewarding and challenging career within the NHS.
Blackpool Teaching Hospitals encourages flexible working in all our roles to support staff in maintaining healthy home-life balance. Working patterns such as: part time working, self-rostering, compressed hours, annualised hours, term time, reverse term time and flexitime working can be explored.
Job description
Job responsibilities
Electronic Patient Administration Record
- Produce from electronic patient system any reports via rapid data requested by Service Managers and Trust departments.
- Log all incoming referrals to the service on electronic patient system, ensuring they are placed on correct waitlist.
- Contact the referrers for additional information and arrange the initial appointments with patients/carers.
- Maintain the Waiting Lists ensuring all waiting times are adhered to.
- Liaise with the Business Service Authority/Dental Practice Board/ Dentally regarding all contractual issues and transmissions of completed dental treatment plans for payment
- Resolve all responses returned by the Business Service Authority/Dental Practice Board and resubmit all dental treatment plans as required on a weekly basis.
- Liaise with electronic patient system and IT Department as required to ensure the smooth running of the system.
- Undertake general good housekeeping of electronic patient system, including closing and submitting treatment plans of patients failing to return to complete their treatment
- Ensure that all procedural and user documentation relating to Dentally are kept fully updated.
ADMINISTRATION
- Issue letters to patients that do not pay at the time of treatment.
- Reconcile all monies taken by the service, bank and forward technical accounts to the Finance Department at Blackpool Victoria Hospital. To be accountable for monies on site and transferring to Bank, involving liaising with other relevant members of staff.
- Maintain the recall system of patients.
- Provide an administrative and information service to the Dental Team.
- Manage own workload and deal with correspondence and documentation as required.
- Prepare and produce letters, minutes of meetings, reports and spread sheets as requested by Service Managers. Using the full range of Microsoft Office 10 package including Word, Excel, Power Point, Access, Outlook, intranet and internet.
- Organise and maintain an effective brought forward filing system to ensure effective retrieval of all relevant documentation and action on the required date.
- Record, sort, prioritise and distribute all incoming internal and external mail.
- Organise the documentation required for dental meetings including preparation of agenda, minute taking, photocopying and distribution of papers.
- Receive telephone calls from both internal and external sources, taking appropriate action to ensure all messages are received by the relevant member of staff and redirecting as necessary
- In conjunction with the Dental Education Centre Senior Tutor liaise with the University of Central Lancashire to ascertain what reports are required for the students and when these need to be submitted
- Liaise with Service Provider to obtain a steady flow of patients from the Patient Database into the Dental Education Centre.
- Writing to patients to obtain their consent to be treated by the student. Making the initial appointment for assessment by the Tutor to ensure suitability of the patient.
- Produce clinical audit reports as required by Service Managers.
- Any other administrative duties as required by the Service Manager
Job description
Job responsibilities
Electronic Patient Administration Record
- Produce from electronic patient system any reports via rapid data requested by Service Managers and Trust departments.
- Log all incoming referrals to the service on electronic patient system, ensuring they are placed on correct waitlist.
- Contact the referrers for additional information and arrange the initial appointments with patients/carers.
- Maintain the Waiting Lists ensuring all waiting times are adhered to.
- Liaise with the Business Service Authority/Dental Practice Board/ Dentally regarding all contractual issues and transmissions of completed dental treatment plans for payment
- Resolve all responses returned by the Business Service Authority/Dental Practice Board and resubmit all dental treatment plans as required on a weekly basis.
- Liaise with electronic patient system and IT Department as required to ensure the smooth running of the system.
- Undertake general good housekeeping of electronic patient system, including closing and submitting treatment plans of patients failing to return to complete their treatment
- Ensure that all procedural and user documentation relating to Dentally are kept fully updated.
ADMINISTRATION
- Issue letters to patients that do not pay at the time of treatment.
- Reconcile all monies taken by the service, bank and forward technical accounts to the Finance Department at Blackpool Victoria Hospital. To be accountable for monies on site and transferring to Bank, involving liaising with other relevant members of staff.
- Maintain the recall system of patients.
- Provide an administrative and information service to the Dental Team.
- Manage own workload and deal with correspondence and documentation as required.
- Prepare and produce letters, minutes of meetings, reports and spread sheets as requested by Service Managers. Using the full range of Microsoft Office 10 package including Word, Excel, Power Point, Access, Outlook, intranet and internet.
- Organise and maintain an effective brought forward filing system to ensure effective retrieval of all relevant documentation and action on the required date.
- Record, sort, prioritise and distribute all incoming internal and external mail.
- Organise the documentation required for dental meetings including preparation of agenda, minute taking, photocopying and distribution of papers.
- Receive telephone calls from both internal and external sources, taking appropriate action to ensure all messages are received by the relevant member of staff and redirecting as necessary
- In conjunction with the Dental Education Centre Senior Tutor liaise with the University of Central Lancashire to ascertain what reports are required for the students and when these need to be submitted
- Liaise with Service Provider to obtain a steady flow of patients from the Patient Database into the Dental Education Centre.
- Writing to patients to obtain their consent to be treated by the student. Making the initial appointment for assessment by the Tutor to ensure suitability of the patient.
- Produce clinical audit reports as required by Service Managers.
- Any other administrative duties as required by the Service Manager
Person Specification
EDUCATION AND QUALIFICATIONS
Essential
- General education to minimum of level NVQ 3
- RSA III or ability to demonstrate ability at this level
- ECDL or equivalent IT qualifications
- Knowledge of Microsoft packages
- Accurate word processing skills
- Knowledge of Excel and/or Access in order to create databases etc.
- Appropriate business administrative qualifications or equivalent experience
KNOWLEDGE AND UNDERSTANDING
Essential
- Understanding of NHS community dental services
- Policies relating to vulnerable groups such as Safeguarding, Mental Capacity Act
- Appropriate Information Governance issues
Desirable
- Knowledge of procedures for notifying NHS England Area Team of changes relating to Dental Performers to ensure all performers are included on the National Dental Performers List.
- Knowledge of the procedures for sending transmissions of UDAs and their importance to the Service
EXPERIENCE
Essential
- Significant and demonstrable administrative experience
- Experience of Waiting List Management and understanding of local and national targets
- Experience of taking minutes at meetings
- Ability to deal with a wide range of health professionals and the public
- Confidence in using computer systems on a daily basis - as this is a large part of this post.
Desirable
- Experience of working with dental software packages
SKILLS AND ABILITIES
Essential
- Excellent interpersonal skills with the ability to communicate effectively and develop excellent working relationships at all levels
- Excellent organisation and administrative skills
- Advanced word processing skills
- Self-motivated and able to prioritise own workload and work to tight time scales
- Demonstrative qualities of confidentiality and integrity
- Able to exercise discretion and high levels of initiative and independent decision making
- Research skills e.g. gathering information / quality data
- Able to analyse and provide regular monitoring of information for reporting
- Able to create and maintain databases
- Able to work to a consistently high standard
- Ability to deal with verbally abusive and distressing situations, challenging patients.
Desirable
- Comprehensive knowledge and practical experience of Dentally Dental Software
PERSONAL QUALITIES
Essential
- Enthusiastic and motivated
- Hardworking and conscientious
- Flexible attitude to work
- Excellent telephone manner
- Willingness to undertake training and development.
Person Specification
EDUCATION AND QUALIFICATIONS
Essential
- General education to minimum of level NVQ 3
- RSA III or ability to demonstrate ability at this level
- ECDL or equivalent IT qualifications
- Knowledge of Microsoft packages
- Accurate word processing skills
- Knowledge of Excel and/or Access in order to create databases etc.
- Appropriate business administrative qualifications or equivalent experience
KNOWLEDGE AND UNDERSTANDING
Essential
- Understanding of NHS community dental services
- Policies relating to vulnerable groups such as Safeguarding, Mental Capacity Act
- Appropriate Information Governance issues
Desirable
- Knowledge of procedures for notifying NHS England Area Team of changes relating to Dental Performers to ensure all performers are included on the National Dental Performers List.
- Knowledge of the procedures for sending transmissions of UDAs and their importance to the Service
EXPERIENCE
Essential
- Significant and demonstrable administrative experience
- Experience of Waiting List Management and understanding of local and national targets
- Experience of taking minutes at meetings
- Ability to deal with a wide range of health professionals and the public
- Confidence in using computer systems on a daily basis - as this is a large part of this post.
Desirable
- Experience of working with dental software packages
SKILLS AND ABILITIES
Essential
- Excellent interpersonal skills with the ability to communicate effectively and develop excellent working relationships at all levels
- Excellent organisation and administrative skills
- Advanced word processing skills
- Self-motivated and able to prioritise own workload and work to tight time scales
- Demonstrative qualities of confidentiality and integrity
- Able to exercise discretion and high levels of initiative and independent decision making
- Research skills e.g. gathering information / quality data
- Able to analyse and provide regular monitoring of information for reporting
- Able to create and maintain databases
- Able to work to a consistently high standard
- Ability to deal with verbally abusive and distressing situations, challenging patients.
Desirable
- Comprehensive knowledge and practical experience of Dentally Dental Software
PERSONAL QUALITIES
Essential
- Enthusiastic and motivated
- Hardworking and conscientious
- Flexible attitude to work
- Excellent telephone manner
- Willingness to undertake training and development.
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
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).
