Administrator

Receive and distribute incoming mail and ensure outgoing mail is sent appropriately and in a timely manner. To work as an effective team member, networking and contributing to team meetings to problem solve, improve working process and practice. To ensure the timely sending, retrieving and organising of the initial questionnaires patients complete when first referred to the service. Including recording of questionnaires sent and received, scoring the questionnaires and organising into the appropriate filing system for clinicians to triage. Assist patients to complete the Pain Management Service questionnaires if they are unable to do so themselves. Create and maintain databases within the Pain Management Service for research purposes, record keeping and data analysis To coordinate clinical appointment arrangements and notify patients and staff of appointments or any changes, cancellations etc. To ensure that planned appointments make best use of time and are confirmed. To maintain office systems including diaries and other information systems and undertake general office duties as necessary, including filing, scanning, photocopying, management and disposal of confidential information, as part of an effective administration service. To accurately maintain and keep secure patient health and staff records/ systems, whether in electronic or paper format, in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the Data Protection Act 1998. To check patient information i.e. address and general practitioner and make any necessary alterations to the patients health record on the hospital system. Using the MAXIMS system create and close clinics and ensure that all clinics are closed at the end of each week To record accurately the patients attendance at clinic, ensuring that the data relating to time of arrival, time seen and outcome of the appointment are accurately recorded on MAXIMS. To inform clinical staff if appointments cannot be made in accordance with their request. To work closely with the multi-disciplinary teams to keep them informed of any problems with the clinic i.e. late arriving patients. Book review appointments using MAXIMS systems and updating the clinicians outlook diary. Manage telephone enquiries as and when required in an efficient, tactful and diplomatic manner, ensuring that any messages/information is passed on swiftly. To type clinical letters as demand dictates. Including formatting of letters and notes produced using Ambient Voice Technology Locate and track case notes using the hospitals HISS computer system as and when required. Distributing case notes when requested by other departments. To undertake other duties, which are appropriate to the grade, as and when required, as directed by the Pain Management Service manager and medical secretary in order to aid the smooth running of the department. Undertake duties in accordance with Trust policy and standard procedures in areas such as handing of case notes and appointment systems. There is no sponsorship for this role (not a Skills shortage). Job description Job responsibilities Receive and distribute incoming mail and ensure outgoing mail is sent appropriately and in a timely manner. To work as an effective team member, networking and contributing to team meetings to problem solve, improve working process and practice. To ensure the timely sending, retrieving and organising of the initial questionnaires patients complete when first referred to the service. Including recording of questionnaires sent and received, scoring the questionnaires and organising into the appropriate filing system for clinicians to triage. Assist patients to complete the Pain Management Service questionnaires if they are unable to do so themselves. Create and maintain databases within the Pain Management Service for research purposes, record keeping and data analysis To coordinate clinical appointment arrangements and notify patients and staff of appointments or any changes, cancellations etc. To ensure that planned appointments make best use of time and are confirmed. To maintain office systems including diaries and other information systems and undertake general office duties as necessary, including filing, scanning, photocopying, management and disposal of confidential information, as part of an effective administration service. To accurately maintain and keep secure patient health and staff records/ systems, whether in electronic or paper format, in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the Data Protection Act 1998. To check patient information i.e. address and general practitioner and make any necessary alterations to the patients health record on the hospital system. Using the MAXIMS system create and close clinics and ensure that all clinics are closed at the end of each week To record accurately the patients attendance at clinic, ensuring that the data relating to time of arrival, time seen and outcome of the appointment are accurately recorded on MAXIMS. To inform clinical staff if appointments cannot be made in accordance with their request. To work closely with the multi-disciplinary teams to keep them informed of any problems with the clinic i.e. late arriving patients. Book review appointments using MAXIMS systems and updating the clinicians outlook diary. Manage telephone enquiries as and when required in an efficient, tactful and diplomatic manner, ensuring that any messages/information is passed on swiftly. To type clinical letters as demand dictates. Including formatting of letters and notes produced using Ambient Voice Technology Locate and track case notes using the hospitals HISS computer system as and when required. Distributing case notes when requested by other departments. To undertake other duties, which are appropriate to the grade, as and when required, as directed by the Pain Management Service manager and medical secretary in order to aid the smooth running of the department. Undertake duties in accordance with Trust policy and standard procedures in areas such as handing of case notes and appointment systems. There is no sponsorship for this role (not a Skills shortage).