B3 Clinical Office Administrator - Woking Hospital

1. To use the Trusts information systems appropriately in the outpatient physiotherapy department to record all referrals ensuring data accuracy with patient details, referrer details and referral dates highlighting any referrals which require urgent attention and investigating any discrepancies or missing information. 2. To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required. 3. To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment. 4. Work with the iMSK admin hub to process iMSK referrals for health professional teams. 5. To undertake the full range of reception duties for the physiotherapy outpatient department. This will include assisting patients whilst checking in, out-coming appointments and rebooking appointments with the patient. 6. To deal with telephone enquiries regarding all physiotherapy outpatient appointments and to make appropriate changes/amendments using the Trusts information systems in line with departmental guidance. 7. Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation. 8. To advise patients of non-clinical information e.g., outpatient waiting times. 9. To update the waiting list records as required. 10. To prepare patient records for the physiotherapy department. 11. To be responsible for booking transport for patients and liaising with the transport services to ensure that patients arrival and return journeys are planned in conjunction with patient need and clinic requirements. 12. To file and archive clinical records 13. To run daily reports and any other ad hoc reports from the Trusts information system. 14. To be responsible, in cooperation with the senior physiotherapy staff for cancelling clinics in the event of unplanned absence adhering to department policies. 15.To discharge patients in line with the departmental policies and procedures. 16. To make changes to clinic templates as required 17. To collect, open and date stamp post for the department. 18. To undertake photocopying and other general clerical duties as required for the physiotherapy department. 19. To attend staff meetings and any other meetings as appropriate. 20. To liaise with GPs, medical staff, wards, physiotherapists, iMSK admin hub and colleagues as required. 21. To provide cover for other non-clinical roles within the department as required 22. To assist with ordering stationery and other office supplies. 23. To assist in running the physiotherapy equipment shop, ensuring efficient handling of cash in line with policies and procedures. 24. To assist in the process of patients and other parties accessing medical records. Ensuring that correspondence with solicitors and other communication is carried out in a timely manner in accordance with policies and procedures. 25. To maintain a safe working environment liaising with other departments and completing incident forms as required. 26. To prioritise workload and work without supervision when necessary.

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