Job Description

We are looking for 1 full time (37.5hrs) Outpatient Administrator to join this dynamic team, supporting patients and clinicians across the Directorate.
The Outpatient Administration team are responsible for booking patients in at reception, booking new and future appointments, pulling notes, preparing clinics and liaising with patients and the clinical teams to ensure that a professional service is given at all times.
Applicants will be customer focused, flexible, motivated and pro-active with the ability to support the immediate team and wider directorate. This post will be both very challenging, interesting and attention to detail is required.
We offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. 

• Coordinate requests from patients, careers and healthcare workforce staffs to book clinical procedures in isolation or in combination with other procedures or out-patient consultations. (Contacts include those within the Trust, Primary Care and other secondary/tertiary Centre’s.)
• Liaise with multidisciplinary team to assist the prioritization of clinical procedures
• Book procedure arrangements into EPR and other systems at times appropriate to individual patient request, clinical priority and procedure & electro-medical equipment availability.
• Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimize patient journeys for multiple procedures.
• Communicate politely and effectively enquiries from patients, healthcare staff, careers and others, courteously receiving patients and careers booked for outpatients or imaging services.
• Convey any changes to appointments sensitively with clear explanations for movement.
• Maintain high levels of customer service at all times delivering compassionate excellence
• Provide appropriate information and instructions to patients and careers and healthcare staff regarding a range of cardiac physiology clinical procedures.
• Enter relevant clinical and demographic information into clinical database system (Datacam/Solus) or other PC based systems (E.G. Microsoft Access/Excel).
• Sorting incoming post and taking appropriate action
• Use knowledge of National and local waiting-time standards and liaise with clinical staff to ensure breach does not occur.
• Use appropriate EPR functions to locate and list patient appointment arrangements.
• Arrange patient transport/translators where appropriate in line with Trusts protocol.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner.
• Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic
• Provide full clinic preparation for patient notes.
• Liaising with medical records and staff within the hospital to ensure that all notes and referral letters are available for clinic at least 24hrs before clinic, including all necessary information for the appointment (last letter, diagnostic results)
• Print and deliver for review all outpatient referrals from GP’s on the E-Referral system, working with clinical teams to ensure that timely triage of these referrals is undertaken.
• Booking all diagnostic tests requested in line with the clinic rules, patient needs and Consultant requirements.
• Using the hospital EPR system to obtain and returning health records for authorized users from various departments within the hospital.
• Ensuring all results are faxed to GP’s where necessary.
• Tracing and filing medical reports and results, ensuring that these are recorded and filed promptly and properly within patient files.
• Assist in Audit note retrieval. Booking and return of notes to records
• Contribute to the development, maintenance and implementation of local policies and operating procedures.
• As necessary and appropriate, demonstrates skills to junior administrative/clerical and clinical staffs.
• Assist with the maintenance of stock control for stationery and other relevant consumables used in Clinical Unit
• Contribute to the development and implementation of patient and staff surveys
• Sending out of medical correspondence to GP’s, patients, other hospitals etc. File office copies in patient notes and office systems.
• Participating in all mandatory training including all training regarding 18wk patient pathways management.
• Participating in the training of new and temporary staff.
• Maintaining filing system and other general ad hoc office management procedures.
• Maintaining confidentiality of all patient information.
• Promoting and maintaining personal and team development.

Required Knowledge, Skills, and Abilities