Unit Administrator

3 months ago

London, United Kingdom St George's Healthcare NHS Foundation Trust Full time

Be responsible for providing a comprehensive clerical service to the fetal medicine and day assessment unit. Perform all the administration associated with the Downs Screening Programme and antenatal booking bloods; including making appointments, gathering and monitoring patient information, co-ordinating laboratory results for all patients and escalating any problems to the screening co-ordinator / lead midwife. Attend monitoring meetings to review the performance of the screening programme. Provide reception cover for the Fetal Medicine and Day Assessment Units.

Ensure all appointments and activities are accurately recorded on Viewpoint Database and on ICLIP. Assist all Fetal Medicine Unit staff with their administrative duties. Provide a welcoming initial point of contact for visitors to the Unit. Work in close co-operation with Doctors, Midwives, Sonographers and Administrative staff within the Unit and liaise and communicate with other departments within the Department of Obstetrics and within the Trust as a whole as necessary.

Duties and Responsibilities 2.1 Reception/Booking of Patients 2.1.1 Greet patients attending for their scan or obstetric procedure, enter patient details on to Viewpoint database, ensure referral letters and Unit notes are available for the scan or procedure, hand relevant research and information to the patient. Control Scan Clinics by ensuring a steady flow of patients from the Waiting Room to the Scan rooms, maintain close communication with the Doctors, Sonographers, Midwives regarding arrival of patients. Keep waiting patients informed of any delays. Ensure that case notes, scan reports and all relevant documents are available at all times.

Book all new and follow-up appointments, managing the clinic capacity and prioritising referrals. Make new patient appointments from referring hospitals on the telephone, make and change new and follow-up appointments for patients either on the phone or in person. Be the first point of contact for patients attending Day Assessment Unit, register patients, check patients in/out, cashing up of all clinics, direct patients to the Day Assessment Unit and pull notes as appropriate. Deal with all incoming calls to Reception as appropriate, many from patients requiring advice about medical conditions, results, appointments, and refer to correct staff as appropriate.

Process all other messages promptly and accurately and pass to appropriate personnel or take appropriate action as required. 2.1.5 Participate in duties relating to the computerised patient administration system (ICLIP), ensuring that information is transferred from Viewpoint system and entered and updated daily. Enter all attendances of patients attending Day Assessment Unit on PAS system and ICLIP. Ensure that all personal property and valuables are dealt with according to the Trust Policy.

Notify the appropriate officer of any patient who is an overseas visitor or private patient and who therefore may be liable for charges. Arrange for the services of an interpreter at the scan appointment when the patient does not speak English. Take payment for scan photographs from patients Direct all visitors as required. Administrative and Clerical Duties 2.2.1 Ensure the Unit is open each morning, before arrival of staff.

Unlock all rooms, switch on machines, computers and air conditioning, top-up gell and blue roll in scan rooms, change linen in all rooms. Enter all ECR patients on to the PAS computerised Hospital system and keep an up to date record for reference. Enter patient delivery outcomes on to the Viewpoint system. Type nuchal scan appointment letters for patients by using Word Mail Merge and ensure they are posted in a timely fashion.

Ensure all patients receive appointments for Downs Screening within the allocated time-frame. Prepare and collate patient information regarding screening and support patients who have queries about the information. Ensure information is accurate and provide the correct information to the clinical team. Co-ordinate the blood collection and the receipt of the results in a timely manner.

Collate results and chase up any late results prior to nuchal testing. Attend regular monitor meetings to ensure that antenatal screening is administered in line with government guidelines. Monitor attendance for antenatal downs screening. Contact all patients who do not attend their screening appointment and make alternative arrangements for testing.

Retrieve patient notes from Medical Records and other locations for Clinics and as directed by other Unit staff. Locate patient notes not in Medical Records and track their movement on PAS system. 2.2.6 Pull Unit notes of all patients who have delivered and arrange for them to be archived by external supplier. Liaise with external supplier regarding retrieval and return of archived notes.

Box up notes ready for archiving and arrange for their collection. Make up new hospital notes for patients not booked at this

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