Administration Assitant

Administration Assistant

Band 3 - £11.96ph

Role:
Main duty: appointment bookings, calling patients to confirm their attendance for scans. Usinf Cerner
- To ensure that appointments for Diagnostic Imaging procedures are arranged within waiting time targets
- To offer an efficient and professional clerical/reception service to all those using the Diagnostic Imaging department

MAIN DUTIES AND RESPONSIBILITIES

1. To receive request forms/electronic requests for Imaging appointments and check all patient's and requesting clinician's details using the departmental Radiology Information System

2. To book patient appointments according to departmental procedures and within waiting time targets, alerting the Radiology Senior Business Support Administrator if there is insufficient capacity to book the appointment within the breach date.

3. To deal with 'urgent' in patient request forms, speaking directly to the Consultant / Speciality Radiologists / Radiographers / Sonographers when necessary, negotiating a suitable time for the patient to have the procedure. Informing the patient / wardregarding the preparation and time of the appointment and updating the porters list. To understand the preparation required for the variety of examinations undertaken within the Imaging department.

4. To arrange patients being admitted to the hospital for examinations that require pre / post nursing care by liaising directly with the referring team.
5. To ensure that transport, interpreters and any other special needs are booked in advance and/ or highlighted to the appropriate staff, in accordance with Trust guidelines

6. To be polite and helpful to doctors, patients and staff and to deal with their enquiries either directly or by referring them to a more senior member of staff.

8. To assist with service improvement and collection of data to assess the demand for Imaging services as required by the Office Supervisor

9. To assist the departmental management team in dealing with patients that are likely to breach the 6 week waiting time targets by booking them directly (by telephone) and ensuring that Did Not Attend (DNA) and patient choice policies are adhered to.

10. To work on reception areas of the Imaging department at Croydon University Hospital or Purley War Memorial Hospital, greeting patients on arrival, patient demographics are current, checking in and directing them to the appropriate area of the department.

11. Liaise with cancer nurses for booking of biopsies, reviewing previous investigations in Powerchart and clotting factors

12. Supervising porters lists and prioritising patients as informed by radiographers

13. Printing day lists and checking U&E's for following day out patient lists.

14. Booking pre assessment clinics and liaising with anaesthetics for GA cases

15. Giving prep and diet sheets for colon patients, talking through the examination and showing understanding that this is a difficult and complex examination hat some patients will be concerned to have

16. Showing empathy and tact when talking to patients, understanding that they may have recently had difficult news

18. Reschedule lists at times of breakdown and when there are needs to prioritise certain groups of patients, whilst operating within waiting list targets for all patients, when rescheduling making empathetic contact with patients and understanding difficultiesrescheduling may cause.

19. Keeping constant monitoring of day lists to ensure maximum usage of scanner time and no lost appointments'

20. To develop an understanding of scanning protocols and what examinations involve to be able to better manage bookings and to be able to knowledgably speak to reassure patients.

21. To be able to deal with queries so as to minimise disruption to radiographers/radiologists/sonographers.

22. Ensure that patients are contacted appropriately and in a timely manner to allow attendance and minimise DNA's

23. To ensure trust systems and data quality is maintained

24. Liaise with Interventional Radiology staff with regards to bed availability in order to book day cases.

25. Contact referring clinicians / GP's when imaging requests have insufficient / incorrect information or have been rejected by the clinical team

26. Request Urgent blood forms when patients have not gone for their bloods prior to their appointment

27. To gather figures for departmental audits when requested

Communication
1. The post holder requires excellent communication skills, using the appropriate terminology and language required to meet a broad range of patient needs.

2. The post holder must have excellent communication skills to ensure the appropriate procedures are in place with regards to the patient pathway.

3. Aware of the need to report any accident / incident involving patients, other members of staff or members of the public to the most senior member of staff on duty. Be able to accurately document accident / incident statements and reports.

4. Be able to identify, plan and organise workload for self and others, in order to maintain an effective patient focused service

5. To demonstrate excellent communication skills when dealing with service users and colleagues.

6. Conform to all aspects of the current Health and Safety legislation and be aware of and comply with the 'Local Rules' where appropriate including Ionising Radiation (Medical Exposure) Regulations (IRMER)

7. Follow the Trust policy in dealing with patient and staff confidentiality

8. Advise and reassure patients or carers before, during and after investigation, providing sensitive information appropriately. Communicate complex information to patients with specific needs

9. Attend and participate in all team meetings to ensure an effective and efficient service