Part or Full Time Team Administrator

5 months ago

Brighton, United Kingdom Sussex Community NHS Foundation Trust Full time

b) Process referrals in a prompt and well-executed manner to ensure patients get the service that is right for them and enables them to continue their health care journey on the correct pathway. This includes redirecting referrals back to referrer if required, obtaining additional information and ensuring on correct caseload for triage by clinicians. c) Support patients through their journey with the service from receipt of referral to discharge (if applicable). Following the services systems and processes to ensure patients are not lost to follow up and correct actions after an appointment are taken.

c) Exchange information with patients, relatives, and staff on a variety of departmental matters and procedures, appropriately managing barriers to understanding. Provide feedback to GPs around inappropriate referrals and signposting to other services using speciality guidelines. Provides and receives complex or sensitive information. 3.

Main tasks a) Receives callers and visitors to the service daily. Some queries may be complex and sensitive requiring tact and diplomacy when communicating with patients, carers and their families or health professionals. Responds to all queries and requests for information promptly and effectively, exercising judgement to resolve non-clinical issues accordingly. b) Understand the services multiple pathways to ensure patients are offered the right appointment with the right health professional.

Provide information and guidance to patients, carers and relatives as appropriate about appointments, ongoing care and clinics. Record information on a range of computerised systems (eg SystmOne and E-referral system, ERS). Maintain all components within SystmOne i.e. tasks, recalls and pathology promptly to support ongoing patient care c) Regularly check tidiness and cleanliness of the office environment and takes action to ensure any problems are resolved.

Report any building or equipment maintenance problems to the Trusts Estates Helpline. Maintain stocks of nursing supplies, stationery, equipment and resources for the team. d) Format letters, reports and presentations to a high standard of accuracy and visual attractiveness. Devise and maintain efficient electronic filing, clerical and office systems.

Provide administrative support to the teams, including photocopying, dealing with internal/external post and utilising Microsoft Office packages. Transcribe minutes of team meetings, which may include sensitive or confidential information regarding patient care and distribute as required. e) Provide administrative support to the Operational Support Officer and/or Operational Lead/Clinical Service Manager in extracting information from the clinical system. Review patient safety cross check data and rectify patient specific anomalies.

To escalate dashboard issues to the Operational Support Officer to investigate. Provide administrative support for recruitment as required. 4. Main responsibilities a) Manage relevant waiting lists and ensure appointments are booked as per the organisational and service access policy/contractual time frames and send confirmation letters.

Accurately update SystmOne rotas in a timely manner to reflect any changes due to sickness/annual leave and ensure patients are informed/rebooked. Ensures that electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure. b) Offer choice when calling patients to book appointments to help them decide best location/wait times and best person to see. Ensure patients have equity of access to the service by supporting with interpreters and patient transport as required.

Support patients with set-up and troubleshooting queries i.e. technology advice during virtual clinics. c) Follow standard operating procedure regarding accepting and processing structured education referrals. Review to ensure relevant information has been included and redirect to refer whenthreshold has not been met or results are missing; and escalate to clinician for triagewhen elevated levels have been noted on the referral.

d) Participate in team meetings and coordinate the process of collating patient feedback via Friends and Family Test. Coordinates diaries and book venues as appropriate. Contacts patients following attendance at structured education sessions to enable analysis of outcomes and effectiveness. e) Ensure that all new clinical staff and administrative staff, including students are aware of departmental administrative procedures (such as SystmOne, referrals process and pathways).

Assist the Operational Support Officer to co-ordinate new starter induction programmes and provide training support and act as a point of contact for support and queries. f) Assist the Operational Support Officer with any review of office or administrative procedures and process notes by inviting and collating feedback from clinical and administrative colleagues. Contribute own ideas and sugg

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