Clinical Administrator

4 months ago

Southall, United Kingdom West London NHS Trust Full time

Ealing Community Partners / West London NHS Trust are seeking to recruit professional permanent band 3 team administrators to join the Ealing Community Partners Referral Hub.

The referral hub has about 30 staff, both clinicians and administrators, working around the clock to facilitate both urgent and routine pathways to in-excess-of 85,000 referrals per year for the majority of the Community Health Care services within Ealing.

The role will require you to work closely with other administrators and clinical staff across the ECP localities, GP surgeries, team leads, patients and their relatives, while handling sensitive personal data.

**The role is varied and duties include**:

- Checking patient eligibility.
- Registering all referrals on the SystmOne IT platform.
- Maintaining and reporting on service-specific waiting lists.
- Requesting clinical triages when indicated.
- Sending appointments directly by letter or arranging on the telephone after patient responses to opt in texts/letters.
- Answering patient enquiry telephone calls; giving basic information when able, or transferring the call to the specific service treating the patient or escalating to team management.

Receiving and recording accurate and concise messages, ensuring messages are forwarded on appropriately and timely.

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.

We’re rated good overall by the Care Quality Commission (CQC).

Together, we’re committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder on a regular basis. You may be required to work at other locations within the Trust as determined by the duties of your post. You may be required to undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
- The post holder may be required to work at any of the Trust’s sites in line with the service needs.
- The post holder must at all times carry out his/her responsibilities with due regard to the Trust’s Equal Opportunities Policy.
- This job description describes responsibilities, as they are currently required. It is anticipated duties will change over time and the job description may need to be reviewed in the future.
- All staff has a responsibility to participate in the Trust’s Performance Appraisal Scheme and to contribute to their own development and the development of any staff that they are responsible for appraising.

**Key Result Areas & Performance**:

- Deal with telephone enquiries from health professionals, services users, service user families, carers and team members, some of whom are anxious or have cultural or language difficulties
- Provide information and advice to service users, verbally and/or in writing.
- To act in accordance with the Service in processing new referrals. This includes, but is not limited to: allocating referrals, inputting data into appropriate platforms, to create referrals within the S1 platform, highlight for clinical triage and action triage outcomes as required.
- To assist with the allocation of patients and entering patient details into appropriate health care professionals' diaries.
- To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns.
- Maintain service line databases for record keeping, ensuring accurate reporting and invoice processing. Including, where required logging maintenance for specialist equipment and IT service equipment for the service line.
- Provide administrative cover where required across the ECP services.
- Complete regular archiving of patient notes in line with trust policies and procedures.
- To be familiar with and to work within CNWL/WL policies related to the function of administration and your responsibilities as an employee.
- To be able to arrange meetings for the team, which include booking venues, distributing of agendas, and minutes.
- To be able to meet deadlines and to manage ti

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