Perinatal Outpatient Administration Assistant

2 months ago

Walsall, United Kingdom Black Country Healthcare NHS Foundation Trust Full time

An exciting opportunity has arisen for an enthusiastic, highly motivated full time **Perinatal Outpatient Administration Assistant **to join our busy Perinatal Service.

The **Perinatal** **Mental** **Health** **Team** specialises in the assessment, diagnosis and short-term treatment of women affected by a moderate to severe mental health illness in the preconception, antenatal and postnatal period. The team promotes wellbeing during pregnancy, prevention of relapse and assists with birth planning. The team works with women who have a previous history of serious mental health difficulties and women who are experiencing mental health difficulties for the first time.

We provide support for a range of mental health difficulties, including bipolar disorder, puerperal psychosis, depression, anxiety, OCD and bonding difficulties.

The Perinatal Mental Health Team is a secondary mental health service and therefore supports women whose needs cannot be met by primary care professionals, such as GPs, specialist midwives, health visitors or primary care psychological services.

The Perinatal Mental Health Team is a multidisciplinary team and is made up of doctors, perinatal mental health practitioners, occupational therapists, nursery nurses, psychologists, medical secretaries and administrators.

**Main duties of the job**:
The post holder will be expected to offer support to our medical secretaries, completing a range of administrative duties such as telephone cover, registering referrals, generating appointment letters, booking appointments etc.

The post holder must possess good organisational skills, be able to demonstrate excellent communication skills, both written and verbal and have good numeracy and literacy skills.

**Main Duties/Responsibilities**:
1. To demonstrate good customer care skills, maintaining the dignity and value of each individual and present a positive image of the Trust at all times.

2. To provide a reception/Outpatients service for patients, staff and other external visitors. Redirecting or arranging for them to be escorted to the appropriate area. 3. To arrange and receive other services required to support patients e.g. interpreters, arrange transport.

4. To operate the Trust’s patient administration system (Rio) on a daily basis by inputting and retrieving information relating to patient events. This to include:

- a) checking of system for patients’ details b) registration of patients c) making follow up appointments d) record clinic attendances e) generation of correspondence f) cancel and re-arrange clinics and appointments g) to ensure that all patient details are up-to-date

5. To prepare for out-patient clinics, ensuring that health records required are available.

6. Ensure all appointments have had an outcome completed and have been closed in a timely manner to ensure deadlines for inputting are met.

7. To deal with telephone queries and/or redirect to appropriate area.

8. To work in other health record areas and bases as and when required, including bases in Sandwell, Walsall, Dudley and Wolverhampton.

9. To be responsible for the locking and unlocking of the reception / Outpatient areas.

10. Liaise as necessary with Consultants, Care Coordinators, Archiving Services, GP’s as well as a range of other health professionals and departments within the Trust (for example, the wards, other specialties, IM&T) to ensure that the department interfaces efficiently with them.

11. To follow laid down procedures for emergency systems e.g., fire, personal alarms

12. To assist in dealing with the post within the health records service, including receiving, opening and taking action on post as appropriate and sending out external post.

13. To be responsible for the safe keeping of health records within the department.

14. To ensure that there is tracking of all health records in and out of the Outpatient Service.

15. To ensure that the Outpatient departments are kept tidy and in good order, in accordance with policy.

16. To scan, photocopy and collate documentation as required.

17. To take responsibility for ensuring that adequate stock levels of stationery are maintained.

18. To ensure confidentiality is maintained at all times in line with the Trust Confidentiality Policy on all matters relating to patients, staff and Trust business. 19. Must be willing to work flexible hours, according to the needs of the service.

20. The nature of the work undertaken fluctuates and depending on activity, stressful situations may occur.

22. To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality Outpatient Service.

**Person specification**:
GCSE English (Grade 9 - 4) or equivalent or relevant experience
Experience as a receptionist and/or dealing with members of the public.
NVQ 2 in customer service or equivalent qualification
Previous experience of working in a Mental Health environment.

**Job Types**: Full-t

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