Assistant Patient Pathway Administrator

5 months ago

Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

We are looking to recruit an experienced, organised and motivated Assistant patient pathway administrator to provide an efficient administrative service to General Surgery within the Surgical Administration department based at the Churchill Hospital.

The post holder will work directly with the clinical team and we are keen to appoint someone who is enthusiastic and motivated and who can manage the fluctuating demands of the role. You will have excellent word processing skills and well-developed communication, organisational and time management skills. An ability to prioritise effectively in a busy environment is essential. You will need to be flexible and have the necessary administrative experience required for such a post. Previous experience would be an advantage. You will have a good general level of education including GCSE English grade C or equivalent as well as excellent word processing skills.

You will be passionate about our business, creating a culture of continuous improvement, where patient welfare is at the heart of all you do.

The team are organised and motivated administrators who provide an efficient service throughout General Surgery.

**JOB TITLE**:
Assistant Patient Pathway Administrator / Assistant Medical Secretary

**GRADE**:
Band 3

**DEPARTMENT**:
**RESPONSIBLE TO**:
General Surgery

Administration Manager and Medical Secretary.

**ACCOUNTABLE TO**:
Administration Manager.

**MAIN PURPOSE OF POST**:
To assist in the provision of a professional, comprehensive and efficient secretarial service which is effectively delivered to all patients and members of the Department.

**RESPONSIBILITIES**:
1. Use of the digital transcription service as part of the letter generation process to type letters from the outpatient clinic attendance, Pre-Operative Assessment Clinic attendances, and Ward discharges as required.

1. Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain basic medical procedures.

1. Arranging investigations, ensuring that these have been performed, results received and seen by relevant clinician and filing/redirection of all investigation results as appropriate.

1. Preparing notes for clinics, including front sheets and referral letters and delivering the trolley to the Outpatient Department as necessary.

1. To maintain case note tracking on the Patient Administration System (EPR).

1. Updating patient details and viewing events using Patient Administration System (EPR). Registering patients and making up new case notes as necessary.

1. Ensure that case notes/X-rays/results are available for clinics and wards as appropriate. Ensure prompt location of case notes/X-rays/results to enable the surgeons to respond to correspondence/telephone calls received.

1. Ensuring that clinic letters are sent out promptly to General Practitioners.

1. To liaise with other departments as required.

1. Filing of all correspondence and results in hospital notes whether in the office or elsewhere, including Medical Records at the John Radcliffe Hospital.

1. To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.

1. Any other duties as directed by the Administration Manager / Medical Secretary.

This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.

RISK MANAGEMENT

The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.

Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.

Staff should be familiar with the
- Major Incident Policy
- Fire Policy

and should make themselves familiar with the ‘local response’ plan andtheirrole within that response.

RESPONSIBILITIES FOR HEALTH & SAFETY

The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.

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