Clinical Administrator

**Ammonite Health Partnership**

**Job Title**

Clinical Administrator

**Line Manager**

Data Quality & IT Manager

**Accountable to**

Head of Operations

**Hours per week**

19

Wednesday 9am to 4.30pm, Thursday 9am to 2.30pm and Friday 9am to 5pm

**Job Summary**

To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team. Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).

**Primary Responsibilities**

The following are the core responsibilities of the Clinical Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
**Secretarial Duties**
- To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes etc in an accurate and quality manner.
- Use of the Choose and Book system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient.
- Resolving problems which relate to the Choose and Book system. This includes changes to place of referral and dealing with rejected referrals.
- Informing GP’s of new services available on Choose and Book
- Maintain an accurate referrals database
- Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
- Regularly ensure Two Week Wait (2WW) referrals are actioned and update the patients record accordingly. Action any outstanding tasks to ensure the referral is accepted.
- Regularly check the ERS system to ensure that any responses from Advice and Guidance are saved onto the patients record and the relevant clinician is alerted promptly to avoid delay.
- Process referrals and manage worklists on SystmOne and ERS systems.

**GDPR Duties**
- Adhere to procedures for the storage / retrieval of documents and records and maintenance of recording / logging systems.
- Process requests for information i.e. SAR, insurance / solicitor’s letters and DVLA forms
- Ensure all SAR requests are processed against GDPR guidelines.
- Inputting, monitoring and printing reports from computerised systems.
- Redacting records according to GDPR guidelines and within legal timescales.
- To ensure that security procedures are followed in relation to General Data Protection Regulations, Caldicott and Information Technology, ensuring confidential information is not communicated to unauthorised individuals.

**Safeguarding Duties**
- Receive highly confidential information of a serious and sensitive nature regarding ‘children and vulnerable adults at risk’ from various agencies and to use knowledge and experience of safeguarding procedures to prioritise action.
- Liaise with colleagues at all levels both within the team and across other agencies and in other organisations.
- Monitor diaries and commitments for the Safeguarding Team, including scheduling of meetings, conference bookings.
- Inputting, monitoring and printing reports from computerised systems.
- To undertake Safeguarding administration procedures using information technology systems ie databases / spreadsheets where appropriate and within set organisational timescales.
- Communicate effectively within a multi-disciplinary, multi-professional and multi-agency environment and ensure channels of communication between colleagues, visitors and others utilising the service are open and accessible to ensure information sharing processes are effective.
- Arrange Child Health Surveillance appointments

**General Administrative services**
- To ensure that administration processes for KPI’s _(Key Performance Indicators) are_ managed in a timely and efficient manner, to deliver and support the clinical team with information and timescales.
- To establish and maintain paper and electronic filing and administrative systems so that written or computer information is easily accessible and secure.
- Input data into patients’ healthcare records as necessary.
- Scanning of patient related documentation and attaching scanned documents to patient’s healthcare records
- To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
- Transcribe and circulate minutes, protocols, memos etc. for clinical team as required.
- To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
- Dealing with outgoing post, unde