Administration Assistant

PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION Produce accurate and professional letters for the service, including ensuring all actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up appointment, referring on to another provider or in-house for an investigation or simply informing the referring GP the patient has been discharged. Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy. To book patients into the appropriate clinics via telephone and letter. Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1), following discharge Liaise closely with clinical staff regarding patient letters, to ensure effectiveness of the service, including histology dictation and matching of reports to patient files Answering telephone calls and taking messages for clinical and management staff and ensuring forwarding in a timely manner. To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system. As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required You are responsible for ensuring patients receive timely and clear instruction with regard their appointment date and time including direction to the centres and any patient information leaflets as relevant As part of a team you are also responsible for operating appointments via the choose and book system, making appointments at the time of the phone call whenever possible To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function To provide cover during staff absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas Ensure patients are registered on SystemOne and case loading into service To efficiently deal with tasks Registering and booking patients: patient contact, telephone queries, face to face queries. You are responsible for chasing results and linking to patient notes. Ensure reports are scanned onto patient records. Responsibility for operating appointments via Choose and Book for patients in an efficient and expedient manner Responsible for all secretarial aspects of the relevant services including typing clinics, onward referrals and creating templates for new letters. Form time to time manage the clinician rotas with direct contact with the team. As well as putting the rota on the system and making amendments and alteration as required. Ensuring all lists are covered and dealing with cancellations and changes to the rota, seeking cover following cancellation by clinicians. Teamwork Work as an effective and responsible team member, supporting other members of clinical and non-clinical staff in a flexible and approachable manner To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function Participate in team activities that create opportunities to improve patient care Ensure clear understanding and utilisation of services and referral mechanisms and policies to meet patient need. Patient Responsibilities To ensure all patient confidentiality is maintained. To remain at all times patient focused, adopting a customer services approach to healthcare To observe and ensure Health and Safety requirements are upheld, and act accordingly by reporting accidents/near misses - to staff or patients in the Department - to the line manager General To challenge in a constructive way and actively seek new ways of working, constantly looking for improved processes and procedures across whole systems To reduce waste in all forms including ensuring best use of staff time and skill mix as well as the use of consumables/materials/equipment and other resources such as ensuring clinics run to full capacity and systems are streamlined for maximum efficiency and effectiveness To be an advocate of Westcliffe Health organisations portraying a professional and corporate image at all times To actively take part in relevant training and education sessions Some duties may change in line with the needs of the service, and you will be required to provide cover for colleagues during absences. All duties required will stay within reasonable scope to those outlined above and will be discussed with you as relevant at the time. Job description Job responsibilities PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION Produce accurate and professional letters for the service, including ensuring all actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up appointment, referring on to another provider or in-house for an investigation or simply informing the referring GP the patient has been discharged. Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy. To book patients into the appropriate clinics via telephone and letter. Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1), following discharge Liaise closely with clinical staff regarding patient letters, to ensure effectiveness of the service, including histology dictation and matching of reports to patient files Answering telephone calls and taking messages for clinical and management staff and ensuring forwarding in a timely manner. To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system. As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required You are responsible for ensuring patients receive timely and clear instruction with regard their appointment date and time including direction to the centres and any patient information leaflets as relevant As part of a team you are also responsible for operating appointments via the choose and book system, making appointments at the time of the phone call whenever possible To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function To provide cover during staff absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas Ensure patients are registered on SystemOne and case loading into service To efficiently deal with tasks Registering and booking patients: patient contact, telephone queries, face to face queries. You are responsible for chasing results and linking to patient notes. Ensure reports are scanned onto patient records. Responsibility for operating appointments via Choose and Book for patients in an efficient and expedient manner Responsible for all secretarial aspects of the relevant services including typing clinics, onward referrals and creating templates for new letters. Form time to time manage the clinician rotas with direct contact with the team. As well as putting the rota on the system and making amendments and alteration as required. Ensuring all lists are covered and dealing with cancellations and changes to the rota, seeking cover following cancellation by clinicians. Teamwork Work as an effective and responsible team member, supporting other members of clinical and non-clinical staff in a flexible and approachable manner To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function Participate in team activities that create opportunities to improve patient care Ensure clear understanding and utilisation of services and referral mechanisms and policies to meet patient need. Patient Responsibilities To ensure all patient confidentiality is maintained. To remain at all times patient focused, adopting a customer services approach to healthcare To observe and ensure Health and Safety requirements are upheld, and act accordingly by reporting accidents/near misses - to staff or patients in the Department - to the line manager General To challenge in a constructive way and actively seek new ways of working, constantly looking for improved processes and procedures across whole systems To reduce waste in all forms including ensuring best use of staff time and skill mix as well as the use of consumables/materials/equipment and other resources such as ensuring clinics run to full capacity and systems are streamlined for maximum efficiency and effectiveness To be an advocate of Westcliffe Health organisations portraying a professional and corporate image at all times To actively take part in relevant training and education sessions Some duties may change in line with the needs of the service, and you will be required to provide cover for colleagues during absences. All duties required will stay within reasonable scope to those outlined above and will be discussed with you as relevant at the time.