Ward Clerk/Patient Finance Administrator

at  Priory Healthcare

Providing quality, inspiring innovation and delivering value is what we set out to achieve at Priory Healthcare. Enabling our patients with mental health illness to receive a truly integrated and holistic approach to their treatment, regardless of complexity or severity, thanks to the knowledge and expertise of our multidisciplinary clinical teams.
Job Purpose
This role is responsible for providing a comprehensive administrative service for the ward, ensuring that all communication is within the boundaries of patient confidentiality with the Data Protection Act & Priory Group policy.
Supervising the financial administration of the unit’s Client Fund Account, site shops, petty cash float and safety deposit facility. The successful candidate will perform with effective and efficient application of local procedures and processes, which comply with Corporate policy and statutory regulations.
Responsibilities​
Petty Cash including banking, reconciliation, issuing of department’s petty cash, completing Aspire petty cash submissions, responsible for the petty cash card and withdrawals, liaising with Treasury.
Patient monies: monitoring of the patient monies bank account, responsible for the patient account bank card, issuing patient monies, completing patient money transactions on IP, reconciling patient monies account, liaising with Patient Monies team, supporting patients to budget monies, ad hoc patient/ward shopping.
​Aspire: raising purchase orders including stationery, clinical supplies, therapies, GP & site orders. Receipting orders when delivered.
Maintaining patient valuables records and patient property inventories and maintenance of patient valuables safe.
Co-coordinating / booking patient health appointments including GP, dental and optician, uploading to Carenotes. Registering new patients into these services. Updating associated Health Action Plans each month.
Uploading patient health records to Carenotes - ECGs, bloods, health appointments. Scanning and uploading to Carenotes patient Care Plans and other reports as requested.
Ensuring patients have correct evidence of DWP awards to enable free health appointments. Applying for exemption certificates if necessary.
Inputting minutes for Ward Community Meetings.
Coordinating the Wellbeing Programme, identifying and organising events for staff and patients. Maintaining the display boards for events including photographs, media consents and internal communications submissions.
Monitoring the NHS email and Richmond Admin email.
All patient / ward filing & archiving.
Coordinating archiving of records – updating spreadsheet and arranging collections.
Recording of patient mail and delivering to patients.
Maintaining house diary.
Updating and printing security books, handover books for wards, weekly and monthly. Printing monthly patient leave books. Supporting Nursing staff with admin tasks.
Ordering some ward food twice weekly from Brakes.
Raise maintenance requests.
Any admin-type tasks on an ad hoc basis.
Ensuring that all associated documentation is correctly maintained and filed in compliance with the company’s financial procedures; Record keeping and Information Governance standards, the Healthcare Commission and Mental Health Act Commissioners.
Order stationary and food supplies for the ward.
Sort incoming and outgoing mail on the ward, undertake photocopying, filing and archiving services.
To take minutes in meetings if the Medical Secretary is unavailable.
Liaise with the Clinical department to support patients, their families and carers to identify financial needs and entitlements. Providing assistance and information to enable patients to claim statutory benefits and to access personal banking facilities.
Assist with applying for HC1 Awards Letters and liaising with the Lead Quality & Compliance Administrator to ensure we hold the correct documents/copies of at site.
Co-ordinate and supervise the safe and secure storage of patients possessions and/or valuables ensuring items are received, recorded, stored and released in accordance with Healthcare policy.
Provide cover and support to the wider team and site as and when needed.
Liaise with Medical Secretary with patient documentation and information.
Knowledge / Education / Skills
Good standard of general education with GCSE or equivalent in maths and English.
Excellent verbal and written communication, administrative and record-keeping skills.
Competent in the use of accounting software and Microsoft office, with strong numerical aptitude and attention to detail.
Strong customer focused and team working ethic, with the ability to be responsive to time critical situations and capable of working with minimal supervision.
Good organisational skills with the ability to prioritise and multi-task.
Flexible and adaptable.
Strong ability in maintaining professional boundaries.
Experience
Experience in an administrative function, ideally in a similar social welfare setting, but not essential.
Experience of working in a fast paced, changing environment and demonstrable experience of managing own workload.
Proven experience in confidentiality, security and accuracy of records, data and information.
Upholding the Company Behaviours
Putting People First
Strives to ensure every colleague is able to make a positive and lasting difference to Service Users and their families.
Actively seeks to develop the potential of every service user and staff member.
Being Supportive
Celebrates success and supports colleagues through difficult times.
Demonstrates loyalty to colleagues, manager and team.
Acting with Integrity
Is honest and respectful in all interactions with colleagues and customers.
Demonstrates emotional control.
Ensures accurate recording of any transactions and interactions on all company documentation.
Challenges poor performance and behaviours.
Being Positive
Promotes the company in a positive way at all times.
Strives for positive outcomes, especially when times are challenging.
Striving for Excellence
Always puts service quality first.
Shares and encourages innovation.
Keeps on top of new developments in the sector

Please refer the Job description for details