Orthotics Administrator

Job summary

To provide clerical/administrative support to the Orthotic Department at Shrewsbury and Telford Hospitals. To provide support to the Orthotists to deliver an efficient and effective clinical service.

The post holder will be required to work alone, using their initiative and decision-making skills to assist patients and ensure the smooth running of the department.

Main duties of the job

DUTIES AND RESPONSIBILITIES

Reception

Act as first point of contact for the department, receiving booked patients for clinics and walk-in patients from the rest of the hospital.

Receive orthoses from patients for adaptation or repair, establishing patient's identity using orthotic in-house computer systems and hospital SEMA. Ascertain

Receive requests from wards for Orthotists ward rounds, register patients on orthotic system, make up patient notes, communicate request to Orthotists and book patients appropriately into the clinic taking into account clinical urgency.

Exchange information with patients and staff for appointments, waiting list enquiries

Input referral details and process patient appointments using the Sema Helix patient administration system

Liaise regularly with RJAH Orthotic Department and Despatch at RJAH to query, chase up outstanding orders.

Prep clinics, assembling orthoses, referrals and notes according to the computerised list ensuring everything is ready for the Orthotists and taking necessary action chasing orthoses, cancelling/postponing patients when orthoses have not been received.

Dealing with telephone enquiries from patients regarding appointments and expected delivery dates

Light manual handling protocol needs to be followed when moving deliveries from area to area as goods are processed through system and a part of the job involves a combination of standing, bending and lifting.

About us

The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH) is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.

Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.

Job description

Job responsibilities

Act as first point of contact for the department, receiving booked patients, for clinics and walk-in patients from the rest of the hospital.

Receive orthoses from patients for adaptation or repair, establishing patients identity using orthotic in-house computer systems and hospital SEMA. Ascertain

Receive requests from wards for Orthotists ward rounds, register patients on orthotic system, make up patient notes, communicate request to Orthotists and book patients appropriately into the clinic taking into account clinical urgency.

Exchange information with patients and staff for appointments, waiting list enquiries and progress of orthoses by telephone and email.

Input referral details and process patient appointments using the Sema Helix patient administration system

Liaise regularly with RJAH Orthotic Department and Despatch at RJAH to query, chase up outstanding orders.

Prep clinics, assembling orthoses, referrals and notes according to the computerised list ensuring everything is ready for the Orthotists and taking necessary action chasing orthoses, cancelling/postponing patients when orthoses have not been received.

Dealing with telephone enquiries from patients regarding appointments and expected delivery dates.

Dealing with incoming mail, sorting, distributing and acting on as required.

Light manual handling protocol needs to be followed when moving deliveries from area to area as goods are processed through system and a part of the job involves a combination of standing, bending and lifting.

Person Specification

Qualifications/Training

Essential

Good general education to GCSE level, especially English and Maths NVQ 2 in Business Administration or equivalent

Desirable

NVQ 3 in Customer Care or equivalent

Experience

Essential

Significant experience of administration work in a healthcare environment

Desirable

Experience of working in an Orthotics Department

Skills and Competencies

Essential

Ability to work without supervision. Able to work on own initiative and under pressure Able to work within a multidisciplinary team Good communication skills. Written, oral and electronic Diligent, paying attention to detail Calm under pressure; able to exercise tact and discretion where necessary

Desirable

Experience of lone working

Knowledge (including specialist or technical knowledge required)

Essential

Good working knowledge of Microsoft Office, including Outlook, Word and Excel

Desirable

Knowledge of Sema Helix Ability to generate reports from Databases

Personal Qualities

Essential

Able to empathise with those finding themselves in need of NHS care. Flexible to meet the needs of the service. Willingness to learn new skills

Desirable

Experience of contact with people disabled by physical, mental & communication difficulties

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