Job Description

Administration

• 1. Provide primary administrative support to consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
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• 1. Type or use Trust digital transcription systems to produce clinical correspondence to inform referrers, patients, and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of being received within 7-10 working days from the point of clinical delivery / decision.
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• 1. Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.
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• 1. Support patients under the clinicians’ care by booking where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway.
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• 1. Monitor urgent investigation requests to ensure they are processed appropriately.
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• 1. Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, intervening where necessary to expedite appointments and procedures to avoid breaches.
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• 1. Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
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• 1. Follow the Trust tracking procedure for the movement of all patient notes
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• 1. Update patient details on Trust and departmental patient record systems to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.
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• 1. Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
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• 1. Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology
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• 1. Update patient details on EPR to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.
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• 1. To assist the Patient Pathway Team Leader and the Patient Pathway Manager with the management of the Diagnostic Patient Tracking List (PTL).

General

• 1. Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
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• 1. Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
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• 1. Answer all communication including telephone, email and face to face queries, in a timely manner and action as appropriate.
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• 1. Maintain patient confidentiality at all times.
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• 1. Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00.
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• 1. Use the Trust IT systems (including EPR, Transcription systems, PACS, Proton etc.) to register patients, make up a set of patient notes, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed.
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• 1. Assist with the processing of new referrals on Choose and Book / Directly Bookable / e-referral systems.
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• 1. To contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
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• 1. Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures
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• 1. Maintenance of stock control, consumables, and office equipment (photocopier, shredder etc.)
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• 1. On an as and when required basis, take responsibility for all faxes received and distribute appropriately to the clinical and administrative staff within the service.
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• 1. Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
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• 1. Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
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• Supervision Duties where required
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• 1. Supervise the Assistant Pathway Administrator/s providing training, support and supervision as appropriate.
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• 1. Manage the sickness and annual leave requests of staff as appropriate.
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• 1. Ensure that Statutory & Mandatory training is up-to-date and annually updated for all staff. Ensure any further training required is identified and supported.
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• 1. Annually appraise staff as required ensuring any performance or development requirements are addressed accordingly.
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• 1. Be familiar with HR policies and take a lead role investigating, identifying and implementing disciplinary procedures where appropriate.

Required Knowledge, Skills, and Abilities