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Referrals Administrator Full Time

at UEA Medical Centre Norwich in Norwich (Published at 14-07-2021)

IMPORTANT INFORMATION ABOUT THIS POST

This is a highly administrative multi-tasking role, covering a wide range of duties including emails, tasks, queries, file and referral management and problem solving. A great deal of initiative is required. Hours/shifts will be worked week days (between 0830-1730) with the occasional Saturday morning 0830-1200 covering reception.

Duties and Responsibilities

  • To provide administrative support for 11 doctors, 4 nurses and 3 managers
  • Maintaining accurate electronic records of all verbal and written communication within organisational systems (EMIS, Docman, spreadsheets)
  • Deal with, troubleshoot and manage queries from doctors using a variety of communication (EMIS, patient tasks, Docman, Outlook, Crescendo etc)
  • Liaise with patients, hospital secretaries and out-patient services regarding consultant appointments for both NHS and private patient.
  • Liaise with the UEA and Dean of Students Department being mindful of confidentiality at all times.
  • Audio typing clinical referrals, medical reports, medical certificates, general correspondence as requested
  • Process all incoming and outgoing correspondence; clinical and non-clinical, paper and electronic
  • Manage, book and monitor appointments for all UMS consultant referrals on the national electronic booking system
  • Use own initiative to work out answers to queries, making phone calls to outside agencies when necessary eg; chase up clinic letters locally and in other parts of UK, finding out when appointments will be
  • Manage and process medical reports log requests, prepare dictated reports and invoices
  • Manage and process university medical certificates
  • Chasing unpaid fees as requested by Business Manager
  • Receive and make telephone calls, take/pass on messages accurately and timely in a courteous, professional manner.
  • Maintain internal and external telephone lists and contact details ensuring they are up to date
  • Maintain, receive, order and accurately account stationery stock

Develop

  • Work with colleagues to help develop systems within the office to support the clinical and administrative staff, increase communication and increase time efficiency as the practice extends.
  • To contribute towards an electronic filing system, to allow easy access to past work by all clinical and support staff to aid the practice to become more paperless
  • Development of the intranet referrals page
  • Staff may be asked to undertake additional hours to cover for the holidays and illness of their colleagues.

Please note: This job description is not exhaustive. You will also be required to carry out any other duties appropriate to this post, under the direct of the Doctors, Business Manager and Operations Manager. Full training and support provided in-house. Confidentiality must be adhered to at all times.

Annual leave is not permitted during university term-time unless by special arrangement

Person Specification
Personal Qualities

  • Enthusiasm and motivation (essential)
  • Attention to detail and accuracy (essential)
  • Ability to work in a team and autonomously (essential)
  • Pleasant telephone manner (essential)
  • Excellent communication skills (essential)
  • Ability to learn quickly and prioritise (essential)
  • Problem solving capabilities (essential)
  • Dedication and reliability (essential)

Experience

  • Office administration experience (essential)
  • Excellent keyboard skills (essential)
  • Experience dealing with public (essential)
  • Experience within a clinical setting (desirable)
  • Strong multitasking skills (desirable)
  • Experience of medical terminology (desirable)
  • Audio typing (desirable)

Qualifications

  • 5 GCSEs/O Levels at Grade C or above (including Maths and English) (essential)

Part-time hours: 32 per week

Job Types: Part-time, Permanent

Salary: £17,550.00-£22,074.00 per year

Benefits:

  • Company pension
  • Employee discount
  • On-site parking
  • Sick pay
  • Store discounts

Schedule:

  • Monday to Friday
  • Weekends

COVID-19 considerations:
Numerous Covid precautions remain in place within NHS healthcare setting

Work remotely:

  • No


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