Band 2 Administrator/coordinator

7 months ago

Birmingham, United Kingdom University Hospitals Birmingham NHS Foundation Trust Full time

**Communication**: Liaise with staff, patients and external agencies, such as GP's, Dentist's Provide patients with support, non-clinical advice and information on a range of issues including appointment queries Notify patients of new or changes to appointments Be sympathetic and sensitive to the requirements of staff, patients and other service users when communicating by telephone or face to face, including dealing with a difficult situation. Provide excellent telephone skills accurately recording telephone messages and other enquiries and refer as appropriate Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively Analytical and Judgemental Skills/Freedom to Act: Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision Ability to recognise situations that should be referred onto the Supervisor /Line Manager and take prompt and appropriate action Highlight capacity shortfalls in appointment availability/clinical areas and escalate to supervisor/team leader Ensure patients are listed in chronological order unless clinical priority determines otherwise Manage long waiting list patients in line with National Guidelines and local Patient Access Policy Planning and Organisational Skills: Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales Scheduling of patients into clinics ensuring they meet capacity When booking appointments ensure that patient accessibility requirements are met, ambulance transport requirements, appointment letters provided in bold print Advise patients of appointment times, these could be generated via GP Referral or internal request Organise interpreters if required to meet the needs of the patient Undertake work that has been prioritised by the Supervisor / Line Manager Book and monitor room bookings as and when required Arrange porters/patient transport as and when requested Policy and Service Responsibilities: Work collaboratively and as part of an integrated team Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services Responsibility for Staff: Participate in the induction and training of all new members of staff Demonstrate own activities to new / less experienced staff Responsibility for Information: Be responsible for confidentiality in line with Trust policy and procedures Ensure all letters and any information sent out is clear, accurate and informative Be fully conversant with Trust systems relevant to the role. Ensuring all data entered onto the Trust system is accurately entered in a timely way, making appropriate changes as required.

Strictly adhere to Caldicott guidelines and the Data Protection Act Prepare and scan information onto the Trust IT systems for tracking purposes Ensure all information held is kept up to date Be responsible for the quality of personally generated information Shred and destroy confidential documentation in line with Trust policy Provide information / produce basic routine reports at an appropriate level under supervision Care records management duties: Be responsible for all aspects in relation to care records preparation, such as verifying patient demographic details and making up patient and clinic files as required, and ensuring case notes are available prior to clinics, verifying against the clinic list Be responsible for the lifecycle management of records in paper and electronic form Create electronic and paper care records for new patients to the standard Trust design Maintain a confidential and efficient filing and maintenance system ensuring paper and electronic care records are up to date and available for staff as required. Including filing information into patient care records Request and ensure the return of patients' care records to the library / storage area, tracking the movement of records as appropriate Participate in the on-going archive process for paper care records Ensure appropriate care records and files are available to clinicians for inpatient and outpatient appointments and for ad hoc requests Research and Development: Undertake surveys and routine audits of own work as and when required

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