Pre-Assessment Bookings Officer (Maternity Cover) We are looking for a strong administrator to join a patient dedicated administration team that delivers outstanding service to both Private and NHS Patients on an 18 month fixed term maternity cover contract.
The Pre-Assessment Administration Team work alongside the Bookings Team to provide a seamless service for patients from referral to treatment across all our hospital sites.
This role will predominately involve communicating with patients and clinical colleagues on a daily basis to book in a patient's Pre-Assessment pre-operative testing. Communications will take shape in a variety of formats such as telephone calls, email and Microsoft Teams so the successful candidate will need to be able to demonstrate the ability to successfully converse to patients and colleagues using all communication platforms.
The department is busy and the Team are always working ahead. If you enjoy working in a varied, busy environment and can demonstrate your multitasking skills, this could be your ideal role for you.
The role is predominately a work from home position however you may be expected to attend any of our hospital sites and our head office on occasion. We request that applicants reside within a reasonable travelling distance ( 1 Hour) of all Spencer sites at Ashford, Canterbury, Deal and Margate.
Mandatory role specific training will be for an expected 2 week period and this will take place at our head office in Deal.
Interview Date: Week commencing 7th July 2025
Main duties of the job To provide a sympathetic and professionaladministration service to patients and service users. To book Pre-Assessment appointments in atimely manner to admission dates and maintain accurate electronic patientrecords and booking systems. Making sure all patients are added to ourPre-Assessment software for completion of their health questionnaire. Makingsure all documents are completed prior to their Pre-Assessment date.
About us Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
Free on-site staff carparking
Staff discount for treatments
Investment in staff training
Annual salary increment
Additional benefits available in line with our NHS colleagues
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.
Job responsibilities Job Description
JobTitle: Pre Assessment Bookings Officer
Department: Bookings
Responsibleto: Bookings Manager
Accountableto: Head of Commercial and Customer Services
JobPurpose:
To provide a sympathetic and professionaladministration service to patients and service users. To book Pre-Assessment appointments in atimely manner to admission dates and maintain accurate electronic patientrecords and booking systems. Making sure all patients are added to ourPre Assessment software for completion of their health questionnaire. Makingsure all documents are completed prior to their Pre Assessment date.
KeyRelationships
Patients Service Users
Relatives Friends Family
Colleagues
Consultants
NHS Colleagues
Stakeholders
SMT
KeyResponsibilities
Toensure all appointments and bookings are entered onto the electronic system inan accurate and timely manner for billing purposes.
To ensurepatients have pre-assessment appointments in a time scale that is financiallyviable for the company.
BusinessDevelopment
Provide a quality service for customers and localservice users.
Ensureeffective communication between Spencer Private Hospitals and Consultants,service users and Trust departments for Choose and Book and private work
Develop in-depthservice knowledge and offer information about our services to our patients
Follow up on outside secretarialrequests for Pre-Assessment queries, liaising with the Pre-AssessmentSisters when required.
Quality
The booking of patient Pre-Assessment requests in atimely manner, liaising with relevant clinical colleagues where appropriate.
Effectively manage all Pre-Assessmentadministration tasks from booking appointments and the ordering of the patientsNHS notes.
Answer telephone calls, take andcommunicate accurate messages in a polite and professional manner.
Handle enquiries from existing and prospective patientsprofessionally.
Effectivelymanage the administration of all Pre-Assessment clinics that run over a seven-dayperiod, planning and contacting patients as and when required.
Toensure all relevant NHS notes are requested and directed to the correctlocation.
Managementof anaesthetic review clinics ensure all clinics are full and to liaise withTAG administrator to ensure clinics are set up.
Ensureall Pre-Assessment Nurses availability is correctly entered onto the inhousesoftware, Compucare, at least 6 months in advance to allow future planning andbookings to take place.
Tocontinually maintain accurate patient electronic records and bookings systems.
Toact in a discreet, diplomatic, and tactful manner at all times.
To ensure that all local policiesand legal requirements relating to clinical care, Information Governance,GDPR and Health and Safety are complied with.
To participate in the annual review of departmentalpolicies and procedures to ensure they reflect good practice.
Work towards retaining externalISO9001/2015 and ISO1401/2015 accreditation.
Workforce
To participate in in-housetraining sessions and attend meetings and discussions when required.
To support the Bookings Team asand when required and as directed.
Other general ad-hocadministration duties as and when required and as directed by your linemanager.
Person Specification Skills Good working knowledge of Word/Excel/Outlook
Proven track record of delivering service beyond all expectations
Trust Systems: Patient Centre (PAS) / DART OCM / EDN EPR / RIS / X-ray
Previous experience of health industry software e.g
Compucare/Patient Centre/Lifebox
Other Ability to travel between sites (must be located within one hour's travelling distance of each site)
Experience Proven experience working with the public both over the phone and face to face
Experience of booking appointments
Experience of liaising with colleagues in other departments
Knowledge/experience in a healthcare/medical environment
Qualifications Maths and English (GCSE or equivalent) grade C or above
NVQ 2 or 3 in Customer Services
I.T Qualification
Personal Attributes Polite and confident telephone manner
Organised and methodical in approach
Team Player
Ability to act on own initiative
Self-motivated
Flexible approach
Previous experience of working in a team
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.
£25,633.33 to £27,334.64 a yearper annum dependent upon experience and qualifications.
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