Job Description

• To provide comprehensive administrative support to the medical & clinical teams and other administrative departments.
• To answer telephone calls using the Liberty website-based phone system from medical and non-medical staff, and deal with calls appropriately, communicating important messages to the appropriate people in a timely manner. To ensure that messages are clear and well documented as applicable in EPR (Electronic Patient Record) or to the relevant individual.
• To provide excellent customer care that demonstrates a caring and responsive approach. To be compassionate and empathetic to the variety of complex physical, emotional, and social needs of the patient group that are seen by the OCE.
• To actively collect, distribute and open all post twice daily.
• To monitor and reply to any emails in the department’s inbox on a regular basis. This will also be applicable to messages received in EPR.
• To upload emails and other clinical documents to EPR via Scan-IT and forward onto the consultant/clinician/administrative teams/individuals as appropriate.
• To register all consultant referrals sent via post, email, EPR message Centre or e-RS within 24 hours using revenue cycle in EPR ensuring the correct patient pathway (RTT) is used always maintaining accuracy.
• To forward all referrals and relevant documents to the consultants in a timely manner.
• To generate & prepare clinics for each day with a clinic sheets, outcome form & wristbands if required.
• To login to the Attend Anywhere (AA) website for upcoming video consultations and check in patients when they become visible to you in the virtual waiting area. To message the patient on AA if the consultant/clinician is running behind in clinic.
• To update patient demographics appropriately whilst adhering to the Trust policies for data protection and patient confidentiality.
• To modify and sign & submit all clinic letters in PowerChart using the correct PowerNote, whilst checking that they have been completed to a high standard, ensuring all addresses and details are correct for all recipients.
• To be able to use a variety of hospital booking systems and departmental databases ensuring they are accurate and up to date.
• To check hospital transport bookings on the Patient Transport Service (PTS) website daily to make sure that the booking location is correct, and a resource has been allocated. To use instant messenger or call the team if there are any issues with the booking.
• To organize, plan & priorities own tasks and workload.
• To photocopy, request patients’ medical notes as required and complete other general office duties as requested by any team as agreed by your line manager.
• To work flexibly, providing cover for reception and other administration posts as required.
• The post holder must always respect patient confidentiality and, the confidentiality of electronically stored personal data in line with the requirements of the Data Protection Act.
• To deal with general enquiries to the unit regarding patients, both internally and from external agencies such as Police, other health care workers and insurance companies ensuring that they are directed to the correct department of the Trust.
• The post holder is required to familiarize him/herself with and comply with the Trust’s policies and procedures
• To contribute to own personal development, through attendance at mandatory training and annual appraisal.

Required Knowledge, Skills, and Abilities