Orthotics Administrator

**Key Tasks**: 1. Primarily to support and assist the Orthotic Clinical Lead but noting there is an expectation that staff will provide support and cover during periods of absence or leave for colleagues, including other departments where need dictates. 2. Add patients to the outpatient waiting list from referral, ensuring all information is entered on to the Lorenzo system and where necessary request information.

Recognising any Red Flagsymptoms and escalating these to the Orthotics Clinical Lead. 3. Once trained, maintain a high knowledge of Lorenzo, E-referral service, Electronic Patient Record, Spinal Portal, Orthotics Ordering system. 4.

Communicate with patients to agree a date of appointment according to the relevant waiting times as designated by the appointment type and other factors, providing general advice around their appointment and the location of the Trust and sending out relevant paperwork.Ensuring the relevant appointment is made in due time to ensure any further treatment that may be necessary has enough time to be received. 5. To highlight any referrals that require urgent attention and deal with them promptly; this may involve discussions with the medical/divisional teams directly to arrange where the patientneeds to be appointed. 6.

To monitor departmental Waiting Lists for the designated specialties by tracking, booking and closing patients pathways where appropriate, ensuring that all new patients are bookedaccording to current waiting time targets. 7. To be responsible for authorised over booking where appropriate, ensuing priority of patients is considered through reviewing several databases and consideration a range of options, such as diagnostics, new and old patients and patients in trouble, seeking assistance from the Orthotics Clinical Lead or Administrative Service Manager when needed. 8.

Support patients in trouble by escalating concerns to clinical colleagues and the safeguarding team as necessary. 9. Ensure all relevant documentation is scanned and filed onto the appropriate system. 10.

Liaise with Clinical or Admin Leads regularly to receive updates on waiting times and discuss and make recommendations to improve waiting list management. 11. Provide a daily report on the status of clinical outcomes or Ward activity. 12.

Ensure that patients receive all the relevant documentation pertaining to their appointment. 13. Plan and liaise with Orthotic Clinical staff regarding appointments to enable prioritisation of work. 14.

Arrange appointment dates using knowledge of clinic capacity and Orthotist availability. 15. To constantly work adhering to the Trust Access Policy, keeping abreast of changes as communicated by department team leads. 16.

Ensuring appointments are booked in correctly, where issues occur, ensuring the appointment is rescheduled appropriately and the patient is informed. 17. Re-arrange or cancel full clinics as directed by Clinical or Admin leads where appropriate, ensuring full utilisation of remaining clinics. 18.

Re-arrange or cancel clinic appointments as requested by the patient where appropriate, ensuring full utilisation of remaining clinics. 19. Provide detailed information for clinicians regarding their respective waiting lists. 20.

Provide a high level of customer care exchanging information with patients and staff regarding outpatient processes and procedures, such as discussions around individual needs, such as adjustments for patient appointments and specified treatments pathways. 21. Liaise with Clinical or Admin management to ensure all clinics are utilised and planned efficiently. Actively notifying clinical staff on any factors they made need to know, which may result in their clinic being impacted 22.

Ensure follow-up appointments are booked at a requested point of time, balancing needs and requirements such clinic capacity and clinical availability. 25. Escalate appropriate issues to Service Lead, Clinical Lead, Team Leader &/or Administrative Service Manager. 26.

Deal with queries from anxious patients or relatives (gaining appropriate confirmation of patients permission do so) when giving difficult messages such as delays to appointments which can often be met with high emotion, then requiring staff to utilise empathy and direct as appropriate. 27. Deal with Orthotic teams mailboxes as directed by Orthotics Administrative Lead along with management of personal inboxes, responding in a prompt and correct manner. 28.

Support any training within the Department, making sure individual training is current and up to date including any mandated training. 29. Maintain Lorenzo details and update patient details. 30.

**Liaise with the appropriate Orthotic management re**: changes, bookings, cancellations. This is to ensure that resources can be appropriately reallocated as necessary. 31. Liaise with other Hospitals to ensure notes and prior treatment pathways are forwarded for patients attending clinic.

32. Participate in maintaining