Administrator

5 days ago


Plymouth, United Kingdom SENTINEL HEALTHCARE CIC Full time

**SENTINEL HEALTHCARE SOUTHWEST CiC**

**Job Title: ADMINISTRATOR**

**Base**:
Sentinel Clinical Assessment and Treatment Services - Main base is at Plymouth Science Park, however there will be a need to work at other sites within the local health locality, including home working if required.

**Post Hours: Full time - 37.50 hours per week**

**Hourly Rate: £9.79 to £10.19 (dependent on experience)**

**Reports to (Line Manager)**:
Administration Team Leader

**Accountable to (Professionally/managerially)**:
Operations Manager

**Dimensions and Context of Role**

To provide comprehensive administrative support across the NHS clinical service areas.

Sentinel Healthcare operate clinical services from a number of local medical sites across the City.
You may be asked to work from any of the sites. We may also consider flexible working to include home working where appropriate when induction and full training had been completed.

**Key Tasks and Responsibilities of the Post**
- Use the e-Referrals system (eRS) and the Electronic Patient Record system (EMIS) to access inbound referrals and associated clinical documents booked in the Sentinel Healthcare NHS clinical services.
- Liaise with local Referral Management Centres, GP surgeries and other external organisations as necessary.
- Manage internal referrals appropriately.
- Using own judgement bring any GP referrals which may be inappropriate to the Clinician(s) attention.
- Ensure that inbound referrals are appropriately actioned i.e. accepted or rejected.
- Assist in co-ordinating the utilisation of booking slots across service areas, ensuring that capacity is fully utilised. Any under-utilisation to be reported promptly to the Operations Manager, so that appropriate action can be taken in advance.
- Re-book and cancel appointments through EMIS and ERS.
- Any cancellations are to be undertaken following the set criteria for the service. Attention should be given to waiting time. Patients must be rebooked within specified time scales. Any problems meeting this criteria, including late cancellations, should be highlighted immediately to the Operations Manager.
- Ensure that relevant reminders (either by SMS or letter, where appropriate) have been sent to patients informing them of appointments.
- Ensure investigation requests are processed appropriately and results shown to the referring clinician.
- Assist in completing clinical outcomes and that relevant clinical coding and RTT codes are correctly recorded and entered in EMIS.
- Action CNA (Cannot attend appointment,) DNA (Did not attend for appointment) as per agreed procedures.
- Assist in using the Electronic Patient Record system (EMIS) to ensure that clinical reports and templates are re-produced and sent to GP’s (and patients if required) following consultations.
- Open and prioritise correspondence, ensuring urgent correspondence receives prompt attention.
- Scan reports and other correspondence into EMIS in a timely manner.
- Work closely with service area colleagues/clinicians to ensure good communication and that EMIS tasks are appropriately allocated and completed in a timely manner.
- Adherence to Sentinel ‘Referral to Treatment Rulebook’, ‘Referral to Treatment Access’ Policy and to National Referral to Treat (RTT) waiting times rules and assist in making sure those targets are met.
- Assist in ensuring that Inter-Provider Transfer Forms (IPT) are completed and sent, as soon as the clinician requests onward referral to Secondary Care, in line with Waiting List Policy (48 working hours).
- Liaise with GP(s) or their team(s) when removing patients from the waiting lists as per protocols
- Have a sympathetic and caring manner when dealing with patients, ensuring all queries are handled efficiently and effectively
- Deal with telephone queries from both internal and external agencies in a professional manner in accordance with GDPR and statutory policies and procedures.
- To deal with all enquiries and complaints promptly and sympathetically and inform Senior
- Management of any problems immediately.
- Record accurate patient messages and complete information using the EMIS system in a timely manner.
- Request patient case notes (where requested by clinicians) ensuring that relevant clinical documentation (e.g. referral letter, x-rays, other diagnostic results and other supporting information) is available to the clinical teams in EMIS.
- Maintain patient case notes and other documentation in good order and arrange return appropriately and in a timely manner.
- Assist in arranging and attending MDT meetings (if necessary) and ensure that patient notes, investigations and radiology images are available.
- Work flexibly and collaboratively with colleagues and help to develop a positive team spirit.
- Be prepared to work at various locations to provide appropriate administrative support to clinical teams during clinics.
- Attend and contribute positively and creatively to Administration Mee


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