Bank Head

8 months ago

Brighton, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

To provide a range of administrative tasks across multiple areas. Have a flexible approach to workloads, liaising with management to identify areas that need the most support. To be able to cross-cover multiple areas and departments across Head and Neck. If home working is agreed, you should be fit / willing / able to attend on-site working at any point should the service / demand require it.

If home working is agreed, have daily check-ins with line manager. Notify line management of time of log-in / log-off. If home working is agreed, be able to attend on-site working a minimum of once a week. Be active in enhancing own personal knowledge and self-development.

Attend mandatory and statutory training as required. Attend relevant education, training and study days as required. Work closely with the other Admin Support Administrators to ensure efficient delivery of services. Perform high level administrative duties for Head & Neck determined by line management.

Participate in the training and induction of new staff. The ability to work across sites should the service need it. To be able to speak to patients via telephone and relay confidential and sometimes sensitive appointment details. To book patients onto the PAS computer system and check current patient identifiable details for accuracy.

To be able to speak to patient via the telephone and cancel their appointments sometimes at short notice. Be able to adjust patient details as required, in line with Trust policies, Data Quality and Information Governance. Understand the outpatient waiting list and be able to book patients in turn of clinical priority and longest waiters. To be able to identify patients with Alerts / Special Requirements on the PAS system when booking patients, arrange any additional support / requirements for the appointments if needed.

Be able to access our Referral Management System (RMS), Electronic Referral System (ERS) and Dental Electronic Referral System (DERS) to access patient referrals. Ensure accurate appointment notes on PAS are left to allow a clear audit of events. To be able to request and arrange medical records for short notice appointments. Be able to liaise with Management, Patient Access Managers and The Outpatient Booking Hub when helping to fill clinics.

The ability to relay comprehensive and detailed appointment instructions to patients. Understand the Patient Access Policy Understand RTT / Non-RTT pathways, rules, and procedures. The ability to correctly manage patients that did not attend (DNA) their appointments. To be able to greet patients and staff in an efficient, friendly, and courteous manner.

To book patients onto the PAS computer system and check current details for accuracy. Be able to adjust patient details as required, in line with Trust policy, Data Quality and Information Governance. Liaise with medical staff and nurses to ensure efficient use of clinic time. To mutually agree and book follow-up appointments with patients as they leave the clinic.

Cache up clinics effectively ensuring all outcomes are completed. Liaise with the appropriate Consultants, secretary or booking team if unable to book a follow-up appointment. To coordinate patient flow through the various stages of the clinic. To identify high levels of DNAs in clinic and report it to management.

Record upon arrival and resolve any hospital transport patient issues. Track medical notes into the department using the patient tracking system. Ensure there are no case notes missing. Organise received notes into order for clinics.

Ensure medical notes are prepped and ready prior to the start of the clinic. Ensure clinic pick lists are provided to medical teams in clinic. Notify outpatient nursing staff in advance of any problems, whilst still seeking to rectify them. Deal with telephone calls in a competent, friendly, helpful, and polite manner.

Resolve problems and deal with all queries at the reception desk with competence. Attend departmental meetings as arranged. Participate in the training and induction of new staff. Maintain confidentiality of information about patients, staff and other health service business.

Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service. Other reasonable duties relating to the smooth running of the departments within access. Run picklist for each clinic, identifying patients and location of medical records. Request medical records in a timely manner.

Ensure all medical records are tracked and have a clear audit of activity. Ensure all medical records have the appropriate paperwork ready for each clinic. Ensure all medical records are available prior to the start of clinic for medical team to review.

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