- Company Name
- Heath Lodge Clinic
- Job Title
- Reports Coordinator
- Job Description
-
Job Summary
Are you an experienced medical /clinical administrator or reports coordinator? We have a fantastic opportunity for an experienced, professional and organised individual to join in our Reports administration team.
Main duties of the job
Ensuring all patients reports are sent to the referring clinician within a 7 working day deadline.
Create clinician accounts on image portal (Biotronics).
Process all FOI and SAR requests.
Answer calls from Clinician / Reports lines promptly.
You may also be trained to provide cover for our reception or bookings team so that the clinic can provide a seamless service.
About Us
Heath Lodge Clinic is an Independent Imaging Centre in Knowle, Solihull, West Midlands. Our MR unit comprises two state of the art 3T scanners, one recently installed in April 2024, in addition to a 1.5T Siemens Espree. We also provide cross sectional services which include X-Ray, Ultrasound, DEXA, and Fluoroscopy, with a Pain Management service for joint and spinal injections.
Date posted
26 February 2025
Pay scheme
Other
Salary
£26,891 a year
Contract
Permanent
Working pattern
Full-time
Reference number
E0071-25-0001
Job locations
1357 Warwick Road
Knowle
Solihull
West Midlands
B93 9LW
Job Description
Job responsibilities
Role Purpose:
Provide a friendly, helpful and efficient administration service for referring Clinicians, secretarial teams, Hospital groups and patients.Key accountabilities:
Answer clinician calls and appointment today calls promptly.
Process referrals received on NHS email where appropriate and when reception are unable to do so based on clinic demands.
Reply to any relevant/report related emails on contact email address promptly.
Assign images to relevant external reporting clinicians as required /requested by consultants (direction mainly from Dr Beale once protocolled or as protocolled).
Process Dr Beale's dictation to Outsec for reporting (external secretarial team).
Process SAR (subject access requests) Action urgent report requests and requests for copy disc by referring clinician or in timely manner for MDT meetings.
Action requests to access Biotronics ie: new users etc.
Log and report patient errors (ie: ondisc /on report).
Ensure clinic adheres to 7 working day turn around on reports and all clinically urgent reports are sent as priority.
To undertake any other duties as required by the clinic.
To ensure the clinic has an agile and flexible workforce you may be required to work cross functionally from time to time.
Key Performance Indicators:
Adhere to 7 working day turn around on reports.
Ensure all patient scan images have been reported on and sent to the relevant referring clinician.
Patient feedback Such as complaints on delays on reports or reports reaching clinicians in timely manner.
All emails relevant to the department have been answered as appropriately as possible holding emails sent where more time /investigation needed.
External reporting is up to date images and referral available to reporting consultant.
Relationships:
Internal: Senior reports reports to all HLC employees
External: Consultants, Patients
Decision Making:
Routine MRI report/copy disc request/information request (strictly following HLC policy and procedures re: Data protection).
Standard SAR requests (strictly following HLC policy and procedures re: Data protection)
Answer emails appropriate to role and experience.
If urgent report/copy disc request/information request refer to senior reports staff or Operations Manager.
Qualifications And Experience:
Administration/secretarial experience ideally in a medical setting.
Minimum of GCSE maths & English.
Knowledge:
GDPR
Safeguarding
BLS Basic Life Support
Health + Safety
Skills And Competencies:
Excellent interpersonal skills.
Friendly, open, adaptable, and flexible approach.
Team player Excellent planning & organising skills
Attention to detail
Able to act calmly under pressure and use their own initiative
Acts with absolute discretion & confidentiality at all times
Digital Technology - Microsoft office competencies
Integrity:Continuously uphold and promote theclinics business ethics & demonstrate our 7 core values
Open & honest
Respectful & relaxed
Communicate effectively
Have the highest safety levels
Infection Control Champions
Drive forward standards & service
Staff support &development
Always working lawfully and in accordance with all regulatory, compliance and financial requirements e.g., General Data Protection Regulations, Health and Safety, the Ionising Radiations Regulations including IR(ME)R.
Always working in accordance with company policy, procedures, processes, standards, and controls.
Job description Job responsibilities
Skills And Competencies:
Excellent interpersonal skills.
Friendly, open, adaptable, and flexible approach.
Team player Excellent planning & organising skills
Attention to detail
Able to act calmly under pressure and use their own initiative
Acts with absolute discretion & confidentiality at all times
Digital Technology - Microsoft office competencies
Integrity:Continuously uphold and promote theclinics business ethics & demonstrate our 7 core values
Open & honest
Respectful & relaxed
Communicate effectively
Have the highest safety levels
Infection Control Champions
Drive forward standards & service
Staff support &development
Always working lawfully and in accordance with all regulatory, compliance and financial requirements e.g., General Data Protection Regulations, Health and Safety, the Ionising Radiations Regulations including IR(ME)R.
Always working in accordance with company policy, procedures, processes, standards, and controls.
Person Specification
Qualifications Essential
Minimum of GCSE maths & English
Experience Essential
Administration/secretarial experience ideally in a medical setting
The successful candidate will have: Essential
Proven reporting or administrative experience in a relevant medical setting
Excellent communication skills and telephone manner
Great organisational skills, and an ability to work in a fast-paced environment
Excellent attention to detail
Be adaptable and use initiative to solve challenges that arise
IT Proficient particularly in MS Word / Excel / SharePoint
Person Specification Qualifications Essential
Minimum of GCSE maths & English
Experience Essential
Administration/secretarial experience ideally in a medical setting
The successful candidate will have: Essential
Proven reporting or administrative experience in a relevant medical setting
Excellent communication skills and telephone manner
Great organisational skills, and an ability to work in a fast-paced environment
Excellent attention to detail
Be adaptable and use initiative to solve challenges that arise
IT Proficient particularly in MS Word / Excel / SharePoint
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be ne...
