Ward Administrator

7 months ago

London, United Kingdom University College London Hospitals NHS Foundation Trust Full time

An opportunity has arisen for a Band 3 ward administrator post.

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

- University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
- National Hospital for Neurology and Neurosurgery
- Royal National ENT and Eastman Dental Hospitals
- University College Hospital Grafton Way Building
- Royal London Hospital for Integrated Medicine
- University College Hospital Macmillan Cancer Centre
- The Hospital for Tropical Diseases
- University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

At UCLH, we have a real ‘One Team’ ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.
- To be responsible for clerical support to an allocated ward in liaison with the clinical, administration and nursing staff to ensure smooth running of the patient administrative and medical records service.
- To work without direct supervision and take responsibility for ensuring tasks are carried out and completed in a timely manner.
- Assist with all clerical duties necessary to provide an effective and caring service to all users within the department.
- Correctly record all patient personal details on the EPIC System, ensuring that strict data accuracy and confidentiality is upheld in accordance with the Data Protection Act and the Access to Health Records Act. This includes booking follow up appointments on the EPIC in accordance with local quality standards and outpatient procedures.
- To improve communication between staff, patients and relatives and work with everyone who comes into the department by offering support and guidance in line with the Trust’s desire to improve the patient experience.
- To be responsible for, as the main liaison point for any queries on the reception of the ward

Patient administration
- To undertake administrative and reception duties on any allocated patient facing reception.
- To manage and maintain ADT work queues on EPIC to ensure income generation is maximized through accurate admissions, discharges, transfers and to ensure that all data quality issues are rectified before each month’s clinical coding deadline.
- To ensure that departmental procedures are followed at all times and patient admissions, transfers and discharges are recorded on EPIC quickly and accurately.
- To check and update patient details on the EPIC system and to correctly record patients’ personal details ensuring confidentiality is upheld in accordance with the data protection act and access to health records act.
- To obtain patients case notes at clinician’s request.
- Register new patients with accurate information i.e. correct demographics including GP details via smart card and to comply with the Overseas Visitors Policy when admitting overseas patients.
- To ensure all patient notes are tracked correctly and returned to the appropriate department and all paper notes are labelled, filled in the medical records wallet and delivered to medical records for scanning.
- To ensure that all patients are given a copy of their discharge summary on discharge.
- To ensure case notes are tidy and manageable, in chronological order, and that all test results received are filed.
- To carry out administration/reception duties i.e. photocopying and faxing filing, answering telecom/ telephone etc.
- To arrange follow up clinic appointments for discharged patients.
- Take minutes on the ward when asked by a charge nurse or ward sister.
- To collect data for the purpose of measuring quality standards/feedback.
- Assist senior managers with information such as patient’s details/admission or any IT queries so they can deal with complaints accurately.
- Distribute the post as appropriate and re-direct discharged patients' mail.
- Ensure that all patient movements outside office hours have been recorded on the hospital information system, and that the bed state, board and database have been duly updated.

Improving the patient experience
- To constantly look for ways to improve the patient experience by streamlining administrative processes and booking procedures.
- To assist the clinical staff to ensure the smooth running o

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