Senior Patient Administrator
4 months ago
Key Results Areas / Principal Responsibilities Administration Responsible for managing confidential patient referrals at a local level and ensuring relevant referrals are uploaded to Patients electronic records in a safe and secure manner that does not compromise or breach the Trusts information governance standards. To be responsible for ensuring that administrative workload is prioritised across the team autonomously prioritising according to patient, team and service needs; seeking guidance to do this if required. Input and extract data and information to and from the electronic patient record system as required, including the population of Team planner and team members diaries. Working in partnership with Senior Team to maintain up to date electronic patient caseload.
Maintain effectively and efficiently accurate electronic team rota as required. Work collaboratively with administration team members to ensure that cover and back up is provided and the office is staffed, during the core working hours. Create and maintain professional customer service and contribution to key performance indicators. Actively contribute and participate in the development and implementation of administrative service improvements as required.
To be responsible for maintaining accurate up to date confidential patient held records within the multi-professional base, setting up new files and archiving records following patient discharge in line with Trust policy. Maintain accurate up to date spread sheets for mandatory and other training for staff. Maintain accurate up to date spread sheets for the teams annual leave, sickness leave and study leave. Maintain the team Health Roster.
Additionally supporting the Senior Team as required in preparing documentation in relation to Occupational Health etc. Responsible for responding to requests for patient records as required. Deal with incoming / outgoing correspondence from both internal and external agencies effectively and efficiently in a timely manner. To ensure all letters, memos and reports created by the team are on time and to a high standard of accuracy following The Trusts branding guidelines.
Participate in team meetings, including accurate typing and distributing minutes ensuring all actions are addressed in a timely manner. Whenever required to organise the arrangements of meetings / workshops both internally and externally, co-ordinating availability of attendees, booking rooms and arranging refreshments, appropriate material /equipment is in place to ensure smooth running of meetings. Deal effectively and efficiently with incoming / outgoing post and correspondence from both internal and external bodies. Sorting, prioritising and responding to correspondence as appropriate using own judgement whilst any urgent or important business is brought to the attention of the appropriate Team member in good time.
Undertake audits and surveys as requested. Use computer software as required such as MS Office, Excel, intranet and internet and in particular patient record systems Deal effectively and efficiently with telephone enquiries in a courteous manner using own judgement when necessary, screen calls and appropriately redirect callers or accurately take messages as required. Use SBS Oracle ordering systems and NHS Supply chain to order supplies for services as required. Scanning patient related documentation and uploading to electronic patient recording systems.
Create and maintain folders to support clinical records. Manage the office systems and equipment (photocopiers, telephones etc), ensuring these are working correctly and arranging maintenance engineers when necessary. Communication Receive and exchange complex and sensitive patient information giving reassurance and signposting and non-clinical advice commensurate with post, if necessary whilst maintaining confidentially. Responsible for answering and actioning calls and patient referrals in a professional manner and ensure that accurate information is passed to the appropriate member of the nursing team to action within agreed service timeframes.
Lead by example and receive telephone calls in a professional and courteous manner, ensuring as much information, guidance and help is given as is possible. Communicate clearly and concisely with clinical colleagues to ensure effective management of referrals and patient information Receive patient and other service users queries in a polite and courteous manner, where necessary utilising persuasive skills, and appropriately transfer any calls which cannot be answered to the appropriate person. On receipt of a complaint /incident from a patient or referrer ensure this is managed in line with the Trusts complaint / PALs process in a courteous, effective and efficient manner respecting the confidential nature of such information. Liaise with key stakeholders at a senior level within the Trust and other statutory bodies, external organisations including GPs, local authorit
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