Outpatients Senior Administration Assistant

3 weeks ago

Lincoln, United Kingdom United Lincolnshire NHS Health Trust Full time

**1. Job Details**

Outpatients Senior Administration Assistant
**Job title**:
Band 3
**Current Job grade**:
Outpatient Support Manager
**Reports to (Title)**:
Clinical Support Services
**CMT**:
Outpatients Appointment Services
**Department/Ward**:
**Location/Site**:
**2. Job Purpose**
- To ensure patients receive Outpatient, Routine, Urgent, Suspected Cancer and MDT appointments in a timely manner through tracking patients along their pathway, co-ordinating hospital appointments in line with the booking requirements of the Trust.
- To ensure patients receive all relevant information in a timely accurate and effective way.
- To ensure all data relating to patients is captured in a timely and accurate manner.
- To provide a customer focused booking service.
- To provide reception services to relevant areas in a professional, understanding and courteous manner.
- To use Trust information systems for the recording and reporting of clinical and performance data in accordance with the Trusts IT Strategy.
- To proactively manage waiting times for individual routine and cancer patients to ensure targets are not breached by negotiating patient management arrangements with responsible staff and directly with patients themselves.
- Work to reporting deadlines and inform line managers in advance of potential problems and breaches.
- The post holder will agree to follow procedures and protocols such as the Elective Access Policy

(EAP) and Standard Trust Administration Guidelines (STAGS)

1

**3. Organisation Chart**

**4. Duties**

2

1. Ensuring Data Accuracy
- To be proficient in the use of CareFlow PAS.
- Maintain a high level of knowledge of national Cancer Waiting Times (CWT) Targets and Guidance, and 18 week RTT.
- Negotiate with other departments of the Trust to ensure that patient appointments are booked to meet national and local waiting time targets. Liaise with clinicians and their secretaries regarding issues with clinics.
- Inform potential patient breaches to the relevant managers within Outpatients, CBU and

Cancer Services where appropriate.
- Negotiate and co-ordinate appointments with patients in line with national RTT standards.
- Have an understanding of the Trust Patient Access Policies particularly in reference to the management of routine and cancer patients, and understand the responsibilities within.
- To ensure all administrative processes are dealt with in accordance with the Trust’s

Access Lists Policies.
- To maintain the Patient Administration System (CareFlow) as required ensuring accuracy and timely data quality in accordance with Trust protocols.
- To input OPCS (Office of Population Censuses and Surveys) and HRG (Healthcare

Resource Group) codes where relevant.
- To update patient information using the Summary Care Record

2.

Ensuring compliance with National and Local Protocols
- In line with local procedures can indicate if asked/required the potential wait time
- To action information on waiting list/clinic cancellations taking appropriate actions such as notifying patients and informing supervisor &/or manager if waiting times may be compromised

Booking Patient Appointments
3.
- To prioritise and manage own workload to ensure patients receive the required notice of booking in chronological order whilst ensuring maximum utilisation of available resource.
- To ensure appropriate patients are appointed by following agreed procedures, business unit directives and booking rules.

4.

Ensuring compliance with Cancellation Policies
- To take appropriate action when patients fail to attend for appointments following agreed protocols

3
- Where patients choose to cancel or change their appointment, to ensure CareFlow

PAS is updated with relevant information and to take necessary action to ensure theBusiness Unit are notified.
- Process hospital cancellations and changes as requested by the Business Unit

5.

Clinic Reception Duties
- To ensure the smooth and efficient running of the outpatient clinics with emphasis on patient care.
- To resolve where appropriate any problems arising in clinic in relation to patient appointments, to liaise with necessary with clinical staff and to refer to supervisor where resolution is not possible.

6. General Office Duties
- To maintain relevant filing systems
- Undertake photocopying of forms, booklets and any other relevant information required to undertake duties
- To take appropriate action if office equipment fails
- To receive, sort, distribute, prioritise and action all incoming mail
- To work to departments Standard Operating Procedures (SOP’s)

Problem Solving

7.
- Using systems, procedures and problem solving skills to attempt to resolve queries in a quick and efficient manner

Liaison with Others

8.

9.

Ensuring adequate delivery of service
- To provide cover for absent colleagues to ensure the needs of the service are met.

10. Training and Development
- To attend relevant training to the post and the Trusts mandatory training.
-

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