Personal assistant to Consultant Psychiatrist

I originally started this role as Office administrator working alongside others in the team. I had only been in the role 3 months when I was offered the position of Office Co-ordinator and asked to manage the Administration team. The company was bought out a year ago from Spire Healthcare by a Consultant Psychiatrist. I now manage all aspects of the daily running of the business including HR, Marketing and Clinical Governance.Duties include * To manage team of administrators and record annual leave, sickness and time sheets * To co-ordinate the frontline service for The Insight Network, and co-ordinate all enquiries made to The Insight Network, ensuring levels of customer service meet agreed standards. * Day to day running of the therapy out-patient service by communicating with clients, therapists, occupational health staff, general practitioners, or other members of the multi-disciplinary team, as well as the general public. Communication may be face to face, by telephone, letter, email or fax. * Be responsible for the daily administration of the electronic clinical management system; appointment booking system, clinic location details & clinical records. * To support the tracking and evaluation of the conversion of enquiries into in patients within the service provision, and update key performance indicators. * Maintaining clinical governance systems; incident recording / reporting, audit, training, supervision and appraisals. * Facilitating the HR and recruitment processes for self-employed clinicians, ensuring regulatory compliance and maintaining personnel files. * To provide support to Administrative Link staff with each site where The Insight Network service provision is launched * To tend to the daily triage list and ensure that all the patients and therapists are engaging in treatment/appointments * Preparing monthly audits on patients and referral route * To prepare and manage quarterly GP seminars

Duties Inc. • To ensure all patients and insurance companies are billed on a daily basis • To ensure all tariffs are accurate and updated • To liaise with Insurance companies with regards to authorising patients procedures and ensuring that procedure codes are correct. • To ensure team are preparing patients notes for theatre and updating patients details • To produce daily invoicing reports for Senior Management • To produce Radiologist activity reports for Senior Management • To produce monthly room rental invoices • To ensure all training for Bookings staff is up to date

• Dealing with all Accounts queries, purchase ordering and invoicing• Provide information and advice to Finance manager• Training of staff on new systems SAGE (purchase ordering) EMMA (patients details and bookings)• Ensure that all Goods and Services are ordered in accordance with the Company’s Processes and Procedures, within the appropriate Authority Levels.• Collate and Record all incoming Invoices, ensure proper approval and process these into the Company’s General Ledger (SAGE )• Ensure all documents are filed in a timely and logical manner and are available for audit as and when required.• Maintain Purchase Ledger static data including Supplier details, Stock items and Supplier payment details.• Initiate Supplier payment runs and provide all of the information to ensure supplier payments are initiated in accordance with the Company’s Disbursement of Funds _policy• To ensure that all patients are billed on a daily basis and that Reception staff are aware of the current indebtedness of all self pay patients• To perform regular credit control, including the dispatch of statements and chasing letters• To locate receipts to the appropriate accounts within the Sales Ledger• End of month cash analysis

 Liaising daily with Accounts department with regards to Insurance and patient payments and ensuring all Insurance details are entered Ensuring Consultants list are booked on to system and paperwork is ready  Ensuring that all relevant patient Information letters and Preparation for Procedures paperwork is accurate and sent out. Authorising Theatre procedures with patients relevant Insurance companies Answering queries with regards to package prices and ensuring that the patient is given the best price Costing up procedures making sure price is competitive with other private medical centre’s Ensuring Radiographers have appropriate request forms with all patients clinical details Reception Duties i.e.: Meeting and Greeting Patients, taking payments and maintaining a tidy Reception and waiting area Entering Patients data onto computer system and booking appointments on Electronic computer system Answering calls within 3 rings and filtering phone calls and ensuring Customers directed to appropriate department Ordering of stock i.e. Stationary and Stock for Tea/Coffee Machine  Updating Consultants Practice Privileges. Devised Charge sheets and patient information booklets

Duties Inc: Answering Phone calls from Consultants wanting to book Urgent MRI scans, Ultrasounds and X-rays for patients. Ensuring Consultants list are booked on to system and paperwork is ready. Printing and faxing reports Ensuring Radiographers have appropriate request forms with all patients clinical details Reception Duties i.e.: Meeting and Greeting Patients, taking payments and maintaining a tidy Reception and waiting area Entering patients details, ensuring all Insurance details are on system for Accounts department Answering calls within 3 rings and filtering phone calls and ensuring Customers directed to appropriate department Ordering of stock i.e. Stationary and Stock for Tea/Coffee Machine Whilst working here i was asked to help set up the reception/adminstration area in the sister company Chelmsford Medical Centre of whichi was then promoted to run the Administration team here

 Organising a weekly Specialist Multi Disciplinary Team Meetings which involves typing Agenda of names of suspected and Diagnosed Cancer Patients and ensuring the Consultants have all the relevant information to discuss the best treatment for their Patients Operating the Video Conferencing Equipment to Link with St Bartholomew’s, Newham General and Homerton Hospitals Consultants. Take Minutes at the weekly meetings and type and distribute to all teams involved. Liaise daily with the other Trusts MDT Co-ordinator to ensure that I had all the relevant information on the Patients that are coming to Whipps Cross Hospital for Surgery. Have daily meetings with Consultants to discuss treatments given to patients. Monitor the Patients Diagnostic tests and Treatment Plans to ensure that they do not Breach the National Cancer Waiting Times Targets and liaise with Consultants, Oncologists, Clinical Nurse Specialist and all departments involved within the trust to highlight any potential Breach. Data entry onto the National Cancer Database on a daily basis. Assist the Clinical Nurse Specialist in Administration duties that are requires i.e.: Taking messages and Typing letters Attend and have input in Monthly Cancer Tumour Board Meetings.During my time as in this role I was involved in the Urology Department becoming a Specialist Cancer Centre which also involved going through Peer Review, which now involves tracking the Patients that were operated from other Trusts. I devised Proforma’s which are now used by Consultants to track their Patients Pathways, these are kept in the Patients notes to inform all departments of Patients Diagnosis and Treatment plan and Potential Breach date. This has proved to be a big success and is now being used by other specialties and in other hospitals.