PAC, PAS and Medical Records Administration Manager

Job summary

An opportunity has arisen for a Band 5, Patient Access Centre, PAS Support and Medical Records Administration Manager hours per week (Monday to Friday) based at The Walton Neurology Centre.

The Patient Administration System (PAS), Medical Records and the Patient Access Centre (PAC) play a crucial role in supporting the organisation to deliver quality and efficient care to patients. The PAC, PAS and Medical Records Administration Manager will oversee the day to day running and general management of the PAS, Medical Records and PAC administrative teams and be responsible for the efficiencies of outpatient booking, PAS functionality and workflow management.

The post holder will be expected to work autonomously and use their initiative in all aspects of the role to efficiently prioritise work, as the directorate requires. The post holder will be required to contribute and make decisions that are appropriate to the overall running of the PAC, Medical Records and PAS teams, in addition to developing and maintaining close relationships will all clinical and non-clinical stakeholders to the PAC, Medical Records and PAS team.

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Main duties of the job

The PAC, PAS and Medical Records Administration Manager will sit within the Patient Access Centre structure, directly reportable to the Business Support Manager within the corporate structure at The Walton Centre. The Patient Access Centre is responsible for the referral management, triage allocation and outpatient booking of all new and follow up appointments for the Neurology and Neurosurgery Divisions. The PAS team also sit within the PAC structure and are responsible for the set up, changes and functionality of PAS for all users, Trust wide.

The Medical Records team are responsible for the upkeep and scanning of all medical records into the electronic patient record.

This role is responsible for the administrative PAC, Medical Records and PAS teams, and will ensure robust provision of administrative services to support the clinical services and support the Business Support Manager in the operational running of the PAC, PAS and Medical Records departments.

About us

The Walton CentreNHS Foundation Trust is the only NHS trust to hold dual accreditation for theInvestors in People we invest in people and we invest in wellbeingstandards and has been awarded Gold status for both. TheWalton Centre is a leader in the treatment and care of neurology andneurosurgery, placing the patient and their family at the heart of everythingwe do. As the only specialist hospital trust in the UK dedicated to providingcomprehensive neurology, neurosurgery, spinal and pain management services weare proud to be rated as an Outstanding Trust by the Care Quality Commission(CQC), and champion change throughout the field of neuroscience. Originallyformed in 1992, the Trust received Foundation Trust status in 2009.

Witharound 1,450 staff, The Walton Centre treats more than 127,000 outpatients and18,000 inpatients each year. We have leading specialists and incrediblydedicated staff delivering excellent clinical outcomes for brain, spinal andneurological care nationally and internationally. Teams across our site inFazakerley, Liverpool, offer a world-class service in diagnosing and treatinginjuries and illnesses affecting the brain, spine and peripheral nerves andmuscles, and in supporting people suffering from a wide range of long-termneurological conditions.

Job description

Job responsibilities

Role summary

The Patient Administration System (PAS), Medical Records and the Patient Access Centre (PAC) play a crucial role in supporting the organisation to deliver quality and efficient care to patients. The PAC, PAS and Medical Records Administration Manager will oversee the day to day running and general management of the PAS, Medical Records and PAC administrative teams and be responsible for the efficiencies of outpatient booking, PAS functionality and workflow management.

The post holder will be expected to work autonomously and use their initiative in all aspects of the role to efficiently prioritise work, as the directorate requires. The post holder will be required to contribute and make decisions that are appropriate to the overall running of the PAC, Medical Records and PAS teams, in addition to developing and maintaining close relationships will all clinical and non-clinical stakeholders to the PAC, Medical Records and PAS team.

Dimension & Context of the role

The PAC, PAS and Medical Records Administration Manager will sit within the Patient Access Centre structure, directly reportable to the Business Support Manager within the corporate structure at The Walton Centre. The Patient Access Centre is responsible for the referral management, triage allocation and outpatient booking of all new and follow up appointments for the Neurology and Neurosurgery Divisions. The PAS team also sit within the PAC structure and are responsible for the set up, changes and functionality of PAS for all users, Trust

wide.

The Medical Records team are responsible for the upkeep and scanning of all medical records into the electronic patient record.

This role is responsible for the administrative PAC, Medical Records and PAS teams, and will ensure robust provision of administrative services to support the clinical services and support the Business Support Manager in the operational running of the PAC, PAS and Medical Records departments.

Key responsibilities

KEY DUTIES

PAC

Management of department supervisors day to day running of the PAC and medical records team.

To manage and support the Patient Care Advisors and Supervisors in providing administrative support in relation to referrals and outpatient booking against national operational and RTT targets.

Provide assurance reports and escalation into the Business Support Manager for any performance related issues

Provide capacity reports for outpatient waits into the performance team on a weekly basis.

Attend weekly assurance meeting on behalf of the PAC team to provide updates and escalation where appropriate.

Oversee workflow management and development of administrative processes and ensuring KPIs are met.

PAS

To manage and support the PAS & EPR clerks in providing first line support and advice to PAS users Trust wide.

Organise and lead on PAS PATCH updates on a monthly basis.

Take lead in User Group meetings on PAS related issues and future developments.

Liaise with stakeholders to resolve all software performance reports and solution finding to PAS related issues.

Set up, maintain and amend, when appropriate, system parameters for PAS Modules and users.

Maintain PAS System security and maximise PAS user functionality.

Organise PAS upgrades and testing required in system and project developments.

To oversee staff training in relation to PAS, including provision of training manuals and SOPs.

General

Understand RTT and Trust operational targets and knowledge of analysing data reports to identify gaps and trends.

Maintain good working relationships with staff at all levels adhering to Walton Way values at all times.

To observe the provisions of and adhere to all Trust policies and procedures.

Manage and maintain policies and procedures in PAC and Medical Records departments.

Manage staffing budget for PAC, PAS and Medical Records Teams.

Carry out duties in a professional manner, adhering to the Trusts policies and

procedures.

Lead by example and provide support and continuity to PAC, Medical Records and PAS teams.

Work on own initiative to introduce improvements to the administrative running of the PAC.

Excellent communication and interpersonal skills.

Be responsible for managing and maintaining departmental databases and electronic filing systems.

Human Resources

Perform return to work interviews, appraisals and mandatory training.

To actively participate in the annual performance review to identify personal development needs.

Contribute and take a lead on providing solution or response to patient complaints.

Manage teams performance and be responsible for the delivery of the teams KPIs.

Provide administrate and managerial support to the senior management teams.

The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.

Person Specification

Qualifications

Essential

Professional Management Qualification Educated to degree level or equivalent plus relevant NHS experience working in an administrative department. Extensive Knowledge and experience of NHS electronic PAS

Experience

Essential

Experience in staff management To be able to lead and motivate staff Clear written and oral communication skills Previous experience and knowledge in NHS in an administrative role

Desirable

Knowledge and understanding of the RTT pathway Previous experience of working with clinical and Divisional teams

Analytical Skills

Essential

Detailed knowledge of process management principles Understanding of RTT and operational NHS targets Knowledge of analysing data reports to identify gaps and trends

Professional Skills and Attributes

Essential

Evidence of manage a number of priorities while still meeting key deadlines Excellent communication and presentation skills Able to remain calm under pressure Ability to self motivate and develop own skill set

Professional/ Managerial Knowledge

Essential

Experience of successfully managing and planning staffing resource Excellent communication and presentation skills Able to remain calm under pressure Experience in staff management

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