Team Administrator

3 weeks ago

Blackpool, United Kingdom Blackpool Teaching Hospitals NHS Foundation Trust Full time

To provide a professional administrative service to the MSK & Podiatry Teams based at Whitegate Health Centre, Lytham Primary Care Centre &/or Fleetwood Hospital
This requires the daily computer use of Patient Administration Systems and Microsoft Office programmes.

The work primarily involves administrative duties such as handling telephone appointment bookings and enquiries from patients, reception, and general clinical administration duties, including registration and processing of patient referrals into the Service as well as typing duties.

Essential requirements are to ensure the confidentiality of any information obtained regarding patient care, maintain effective communications with all colleagues, patients and visitors and to work effectively as part of a team.

Full time and part time hours will be considered.

Adhere to administration processes when carrying out tasks. Uphold our admin team values and ethos always.

Process referrals, deal with patient enquiries, answer telephone calls, liaise with clinical team, provide administrative support as required.

The MSK & Podiatry Service is split across various sites in Wyre and Fylde - Fleetwood Hospital, Whitegate Health Centre, Blackpool Victoria Hospital and Lytham Primary Care Centre and others. This posts cold be based at any of these locations supporting the clinical physiotherapy and tier 2 teams and podiatry teams working there.

We recommend that all individuals employed in patient facing roles, or those located on a ward or department where patients receive a service should be fully vaccinated against COVID-19.

Process electronic and paper referrals; following clinical triage, appoint patients to clinics using the e-Referral and EMIS computer systems or refer patients onward to other healthcare services.

Ensure cancelled appointments are filled enabling clinics to be fully booked at all times. Support Team Supervisor in monitoring clinic capacity. Outcome clinics in accordance with procedures, e.g. DNA Policy, Cancellation Policy, Discharge process etc.

Answer telephone calls promptly dealing with enquiries, bookings and messages in a polite and friendly manner, being sensitive and respectful of diversity.

Typing of clinical letters using G2 system

Professionally 'meet and greet' visitors to clinic reception, arrive/rebook into clinics and handle enquiries in an efficient and pleasant way.

Update patient information in EMIS and add administrative notes to the patient record.

Maintain accuracy of data quality in EMIS and eRS by cleansing and closing patient activity lists.

Submit and record investigation requests and monitor reports using Hospital systems, e.g. Cyberlab, ClinicalHub to assist clinical staff. Use EMIS 'Tasks' to keep clinical staff informed of progress of investigations.

Scan treatment related documents to the patient record in EMIS.

Assist in monitoring, ordering, receiving and safe storage of stationery and pharmacy items.

Use the team mailbox to send information and receive queries relating to patient care.

Participate in all aspects of general office duties.

Attend and participate constructively in team meetings and the staff appraisal programme, in order to update skills, knowledge and to contribute to service development.

Handle patient complaints calmly as they arise and refer to Team Supervisor/Team Lead as required.

Assist in collating a prompt response to Subject Access Requests.

Report promptly any issues/faults as they arise to relevant Department, e.g. IT, Estates, Help Desk etc.

Assist the Team Supervisor in the training of new team members.

Undertake all mandatory training as stipulated by the organisation.

Communicate clearly to the Team Supervisor any difficulties in carrying out these duties.

The above list of duties and responsibilities is not fully comprehensive and may vary across teams according to clinical requirements.

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