Respiratory Administrator

We are looking for an enthusiastic and well-organised administrator to join our busy Chest Unit Department at PRUH. You will be responsible for providing an effective service within the Chest Unit team, dealing directly with patients in the department and over the phone.

This post offers an excellent opportunity for an enthusiastic and conscientious individual to be a part of a busy team. The work involves managing outpatient appointments for patients, dealing with referrals from wards, together with incoming queries and day-to-day administrative duties.

Familiar with I.T. packages, have a good telephone manner with the ability to take clear messages and perform general office duties. You will have a good general education with the equivalent of GCSE’s in English and Math’s at Grade A-C and have an attention to detail. A willingness to learn and develop skills will be positively encouraged. You will become part of an enthusiastic team and will play an instrumental part in the smooth running of the department.

We are looking for an enthusiastic and well-organised administrator to join our busy Chest Unit Department at PRUH. You will be responsible for providing an effective service within the Chest Unit team, dealing directly with patients in the department and over the phone.

MAIN DUTIES AND RESPONSIBILITIES

General administration
- To follow agreed protocols and practice in relation to all aspects of patient administration.
- To ensure all patient demographic details (address, postcode, GP & Ethnic group) are checked and any amendments/ corrections are carried out in an accurate and timely fashion.
- To ensure that the data input to the hospital IT systems -PIMS meets the required standards of data quality, accuracy and timeliness.

Appointments
- To receive and process all referrals via the electronic referral system, letter or scan accurately and in a timely fashion.
- To ensure that all referrals are screened by clinical staff, as required.
- To register all patients new to the hospital on PIMS.
- To add all referrals to the waiting list according to the agreed time frames, recording the correct consultant and speciality against the record on PIMS.
- To maintain an audit trail for all referrals entering the department. To ensure that standards are met for patients receiving notification or acknowledgement of their appointment.
- To liaise with ward staff and clinical teams to agree dates and times of inpatient appointments.
- To liaise with outpatients via telephone calls, letters or through their visits to the department ensuring that they are given the opportunity to ‘book’ or choose their appointment date and time.
- To ensure all appointment dates and times are recorded on PIMS.
- To achieve all appointment administration in a prompt and timely fashion.
- To ensure that patients receive all necessary information regarding their investigations.
- To book interpreters as required.
- To follow agreed protocols when patients do not attend their appointment or do not contact the department to arrange an appointment, ensuring the correct clinical staff are informed.
- To answer telephone queries from patients and their relatives, clinical and administrative staff, reassuring patients in a tactful manner and taking appropriate action as required.
- To manage the lists and appointment schedules in conjunction with the assistant service manager, service manager and clinical staff, ensuring that the case mix and numbers are appropriate and workable for each list.
- To ensure the chest unit mailboxes are checked regularly and queries dealt with within a timely manner.
- To understand the waiting time targets and report recognised potential breaches to the assistant service manager and service manager. This includes two week wait and same day cancellations.
- To print and distribute appointment lists as required.

Reception
- To welcome patients and visitors to the unit.
- To admit and discharge (or transfer) all patients on PIMS.
- To check and amend all patient demographic date: address, postcode, GP and ethnic group.
- To ensure the telephone is answered promptly and in a courteous and pleasant manner.
- To maintain an organised and tidy reception environment, including the waiting area.
- To collect and distribute mail within the department.
- To take copies of patient reports for clinical coding, filing copies in patient’s notes and sending a copy to the GP.
- To ensure that patients requiring follow-up outpatient appointments have these arranged within the agreed timescales.
- To obtain results and test reports when requested.

Patient case notes
- To ensure that the referral and case notes of patients attending the Chest Unit are available at the time of their appointment.
- To collect notes from different departments around the hospital and to fully prepare and organise the notes and correctly track them to and from the unit.
- To collate consent forms with the notes so they are ready for