Allocation Administrator

Main Functions of the Job: Responsible for organising and allocating appointments for same day and urgent flow, whilst maintaining the scheduling system for the ICC. To deliver a high quality, effective response when allocating patient visits as required. Displaying effective literacy skills and demonstrate effective time management, ensuring this is no delay to patient care. Utilising the Directory of Services efficiently to signpost visits appropriately. To act on own initiative, to resolve any queries / problems, fill vacant visit slots as required, maximize team capacity and use resources variably. To work collaboratively with colleagues and relevant health professionals to resolve queries regarding appointments. To work collaboratively with colleagues and relevant health professionals to ensure high-quality care is provided. To carry out department administration tasks as required and to be solely responsible for the allocation of urgent and same day work flow. Administration tasks will include allocation of urgent and same day work flow, monitoring of mailboxes, monitor and update skills matrix, using databases as required and liaising with the wider MDT for allocation purposes to maintain an efficient and professional service. To receive and sign for items delivered to the department and ensure their appropriate distribution. To have responsibility for the day-to-day running of the allocation process on EMIS and any software provided. To provide induction training on the day-to-day processes the allocation process within ICC to new administrative / booking staff. To provide continuous support and advice to less experienced members of the administrative team. Maintain patient confidentiality at all times in accordance with the data protection act. Information and Data Usage Authorised to use the out of hospital IT systems (EMIS) to register, view and retrieve patient information, on behalf of the ICC staff members, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments. To enter relevant information, in an accurate and timely manner. E.g. patient demographic, appointment details and scheduling data. Communication To be the first point of contact for other health care professionals in relation to the allocation process at all times being professional and courteous. Communicates effectively at all levels The post holder will communicate effectively by telephone, letter and email. Use effective communication skills, both oral and in written format, to communicate complex and sensitive information to a wide range of people including, clinical and non-clinical staff. To be the first point of contact for complaints in relation to the allocation process. Liaising with senior department staff to provide an effective and timely solution in line with Trust policy. To liaise with all service users (NHS staff, Doctors, Patients, Relatives and Carers etc.), politely, concisely and in a helpful and professional manner at all times. Administrator is responsible for gathering and imparting information at all levels To provide non-clinical advice and information regarding appointments, processes or procedures for members of MDT, as required. Analysis and Judgement Promotes and maintains accurate record keeping and conforms to SWFT policy, professional group policy and data protection legislation. Planning and Organisational Skills Organise and allocate work undertaken by other members of the iSPA Integrated Care Co-Ordination Team on a daily basis. Direct responsibility for the day to day peer supervision and performance of the Allocation booking team. Policy and Service Development Understanding of national policy and guidance. Able to comment and support with the implementation of Trust policies. Participate in and contribute to service redesign and policy development to benefit patient care. Physical and Mental Effort The post holder may be required to operate as a lone worker in accordance with Trust policies and procedures. The post holder will be required to concentrate for prolonged periods of time The post holder will be required to work at a pace to manage periods of high volume of calls as required. The post holder will be required to complete allocation process with the ability to focus on multiple computer systems in tandem. General The Trust endorses the principle of whether people smoke or not is a matter of personal choice but where they smoke is a matter of public concern. The policy on smoking and health protects non-smokers and requires that all Trust premises are smoke free. Organisational Responsibilities Information Security and Confidentiality During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly relating to patients or staff. All person identifiable information must be held in the strictest confidence and should be disclosed only to authorised people in accordance with NHS Confidentiality Guidelines and the Data Protection Act 1998 unless explicit written consent has been give by the person identified, or where information sharing protocols exist. Standards for Better Health The Standards for Better Health works as a framework for continuous improvement in quality of the care that people receive. As an employee you will be expected to work within this framework and assist with the process of ensuring that the Trust offers effective and high-quality services. Risk Management Staff at all levels has a responsibility for ensuring that risks are managed at work group and local level. This process will include the assessment and effective control of all acceptable risk situations. As an employee you will be expected to maintain a high level of awareness and assist in the process of reporting incidents, assessing risks and reporting unsafe occurrences and co-operate with any investigations undertaken. Employees will be required to adhere to all Trust policies and procedures and attend statutory and mandatory training. Equality & Diversity Aims As a member of staff at the Trust you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s), patients, carers or visitors or condone discrimination, harassment or bullying by others. Job description Job responsibilities Main Functions of the Job: Responsible for organising and allocating appointments for same day and urgent flow, whilst maintaining the scheduling system for the ICC. To deliver a high quality, effective response when allocating patient visits as required. Displaying effective literacy skills and demonstrate effective time management, ensuring this is no delay to patient care. Utilising the Directory of Services efficiently to signpost visits appropriately. To act on own initiative, to resolve any queries / problems, fill vacant visit slots as required, maximize team capacity and use resources variably. To work collaboratively with colleagues and relevant health professionals to resolve queries regarding appointments. To work collaboratively with colleagues and relevant health professionals to ensure high-quality care is provided. To carry out department administration tasks as required and to be solely responsible for the allocation of urgent and same day work flow. Administration tasks will include allocation of urgent and same day work flow, monitoring of mailboxes, monitor and update skills matrix, using databases as required and liaising with the wider MDT for allocation purposes to maintain an efficient and professional service. To receive and sign for items delivered to the department and ensure their appropriate distribution. To have responsibility for the day-to-day running of the allocation process on EMIS and any software provided. To provide induction training on the day-to-day processes the allocation process within ICC to new administrative / booking staff. To provide continuous support and advice to less experienced members of the administrative team. Maintain patient confidentiality at all times in accordance with the data protection act. Information and Data Usage Authorised to use the out of hospital IT systems (EMIS) to register, view and retrieve patient information, on behalf of the ICC staff members, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments. To enter relevant information, in an accurate and timely manner. E.g. patient demographic, appointment details and scheduling data. Communication To be the first point of contact for other health care professionals in relation to the allocation process at all times being professional and courteous. Communicates effectively at all levels The post holder will communicate effectively by telephone, letter and email. Use effective communication skills, both oral and in written format, to communicate complex and sensitive information to a wide range of people including, clinical and non-clinical staff. To be the first point of contact for complaints in relation to the allocation process. Liaising with senior department staff to provide an effective and timely solution in line with Trust policy. To liaise with all service users (NHS staff, Doctors, Patients, Relatives and Carers etc.), politely, concisely and in a helpful and professional manner at all times. Administrator is responsible for gathering and imparting information at all levels To provide non-clinical advice and information regarding appointments, processes or procedures for members of MDT, as required. Analysis and Judgement Promotes and maintains accurate record keeping and conforms to SWFT policy, professional group policy and data protection legislation. Planning and Organisational Skills Organise and allocate work undertaken by other members of the iSPA Integrated Care Co-Ordination Team on a daily basis. Direct responsibility for the day to day peer supervision and performance of the Allocation booking team. Policy and Service Development Understanding of national policy and guidance. Able to comment and support with the implementation of Trust policies. Participate in and contribute to service redesign and policy development to benefit patient care. Physical and Mental Effort The post holder may be required to operate as a lone worker in accordance with Trust policies and procedures. The post holder will be required to concentrate for prolonged periods of time The post holder will be required to work at a pace to manage periods of high volume of calls as required. The post holder will be required to complete allocation process with the ability to focus on multiple computer systems in tandem. General The Trust endorses the principle of whether people smoke or not is a matter of personal choice but where they smoke is a matter of public concern. The policy on smoking and health protects non-smokers and requires that all Trust premises are smoke free. Organisational Responsibilities Information Security and Confidentiality During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly relating to patients or staff. All person identifiable information must be held in the strictest confidence and should be disclosed only to authorised people in accordance with NHS Confidentiality Guidelines and the Data Protection Act 1998 unless explicit written consent has been give by the person identified, or where information sharing protocols exist. Standards for Better Health The Standards for Better Health works as a framework for continuous improvement in quality of the care that people receive. As an employee you will be expected to work within this framework and assist with the process of ensuring that the Trust offers effective and high-quality services. Risk Management Staff at all levels has a responsibility for ensuring that risks are managed at work group and local level. This process will include the assessment and effective control of all acceptable risk situations. As an employee you will be expected to maintain a high level of awareness and assist in the process of reporting incidents, assessing risks and reporting unsafe occurrences and co-operate with any investigations undertaken. Employees will be required to adhere to all Trust policies and procedures and attend statutory and mandatory training. Equality & Diversity Aims As a member of staff at the Trust you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s), patients, carers or visitors or condone discrimination, harassment or bullying by others.