Outpatients Administrator

6 months ago

Grimsby, United Kingdom Navigo Health and Social Care CIC Full time

The post-holder will support the Clinical Community Team providing clerical and clinic cover in relation to the Outpatient function of service. It is the responsibility of the OPD Administrator to work within the constraints of the OPD Admin Pathway Checklist. The post-holder will be required to work both at base and out in the community being the front face of clinics travelling between primary care centre sites to assist in the smooth running and management of clinic appointments. The post-holder will assist in ensuring the service experienced is positive and service user confidentiality is maintained at all times.

Treat all visitors i.e. service users, families/carers, colleagues and all visits with respect, dignity, courtesy and in accordance with Navigo Values. Preparation in readiness for domiciliary visits (DVs) and clinic appointments including sourcing of required results, telephone contact with Service Users, their families and carer prior to appointments. Management of clinic reception and general administrative support will be an integral part of this role and the post holder will be pivotal in ensuring delivery of an excellent clinic administrative service.

The post-holder will be responsible for maintaining up to date knowledge on Navigo policies, process and procedures and working within these at all times. The post-holder will undertake any other general administrative duties within the requirements of the Team. The post-holder will undertake any other relevant duties required from time to time as requested by Management which correspond to the general character of the post and is commensurate with the level of responsibility MAIN DUTIES / RESPONSIBILITIES: Work within the current implemented OPD administration pathway checklist. Pre-clinic/DV preparation ensuring results are made available in readiness for the appointment advising the Clinical Team in good time where not available.

Attend and manage clinics working alongside the Clinical Team to meet service requirements. Ensure that Service User demographic details are checked at the appointment and the electronic system is updated to be reflective of up to date social and economic details, PREMs/PROMs etc. Schedule outpatient appointments ensuring Clinical Team diaries are scheduled with DV & clinic appointments and appointment details are entered on to the electronic system. Generate appointment letters to Service Users and make appointment reminder call as appropriate prior to the appointment.

Ensure the administrative DNA process for those Service Users that do not attend is followed at all times. Update scheduled appointments via the electronic system calendars and scheduled next appointment if appropriate during clinic. To deal with telephone enquiries from Service Users suffering with mental health illnesses using empathy, understanding, initiative, tact and tenacity where appropriate ensuring accurate information is forwarded appropriately in order for appropriate care and follow up to be facilitated ensuring notification to relevant staff members of any concerns. 10.

To liaise with a range of internal and external personnel on a daily basis including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff. 11. To assist in the housekeeping of data relevant to the outpatient provision ensuring system data errors are addressed in a timely manner as raised by Performance/Team Lead/Senior Admin. 12.

Regular checking for data errors via the naming convention on the document centre pertinent to Outpatient provision. 13. Ensure correspondence and responses to enquiries are speedily and accurately dealt with in line with Navigo policy and procedure. 14.

Bring to the attention of senior staff members any relevant concerns he/she considers may jeopardise service delivery and/or care provision. 15. To attend and participate in relevant Team Development activities, Admin Development Days and team meetings including Administrative, Clinical and Business Meetings. To ensure health and safety procedures are adhered to and actioned as necessary.

17. To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures. 18. To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

19. To effectively manage compliance in mandatory training within the guidelines of Navigo. 20. Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice..

21. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service. 22. Provide administrative input and perspective to developments within service as appropriate.

23. Any other reasonable duty in connection with the work of the Team and as r

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