Paediatric OPD Ward Administrator

• To welcome and receive all patients and visitors attending, • Taking appropriate details and ensuring details are correct within Epic. • To give general advice about the services, where to refer and how to access services to both patients and health care professionals. • Make appointments, and ensuring the appointment outcomes are captured within Epic. • To make, cancel or rebook appointments for specialist nurses and consultants within the Epic system. • To organise additional services for patients as required, such as interpreters and transport Clinic Flow Management • Track patient movements and add activities to be completed during visit on to Epic. • Use secure chat to communicate with clinicians and wider team during clinic. • Liaise with clinicians and wider MDT team to ensure smooth running of clinic. • View Waiting list which is automatically created as part of order placement by clinician. • Review End of Day Report to identify any unsigned visits and escalate to Service Manager for completion. • Monitor rejected referrals work queue and action rejected referrals. Follow up appointment booking • Use dedicated scheduling work queues in Epic use filters to personalise and data will be refreshed dynamically as demand and activity fluctuate. • Use work queues for scheduling and multiple work queues exist in Epic to guide scheduling e.g. new appointments, cancel and rebook, DNA new rebook. Partial Booking • Contact patient to agree appointment while checking patient details in work queue. • Use MyChart functionality to enable patient to book date and time of appointment based on WL trigger. • Agree appointment with patient in line with access policy and add comments pertinent to appointment scheduling/pt care. • View appointment slots based on triage decisions inline with Epic clinic code structure which allows mix of appointment types and modes. Communicating appointment details to patient • Manage appointment communication via SMS confirmation and reminders centrally as part of clinic code set up. • Manage all letters which will be automatically batch printed via digital printer once a day. • Insert optional smart text where specific instructions needed for patients. • Use work queues to action patient initiated cancellations and change requests via SMS or MyChart. Coordinating Patient Care • PTL monitoring / updating / escalating where patient pathway issues are identified if not within their scope to resolve. • Responsible for booking of patients appointments, diagnostics and inpatient stays, throughout their patient pathway. • Corresponding with patients, practices and internal staff. • Conduct reminder calls to patients, rearranging appointments where necessary in-order to prevent non-attendances. • Management of patient correspondence via text reminder services. • Responsible for checking all patients are accurately recorded on the waiting list on the Epic system and escalate where issues are identified to the appropriate team member. • Responsible for accessing appointment booking systems for all routine pre-operative assessments, diagnostics and their associated outcomes. • Responsible for checking orders list on Epic system daily ensuring appointments are made within the required timescales, appropriately escalating if required. • Sending correspondence to patients, GPs, or others involved in the care of a patient, in a timely manner. • Process and register referrals, booking outpatient appointments within Epic. • To book interpreters as required. • Collate required patient information at the request of clinical teams. Supporting Clinical Teams • Management of clinical staff inboxes and flagging of high priority correspondence. • Management of virtual clinics, where applicable. • Monitoring of InBasket function for internal correspondence. • Monitoring relevant work queues relating to the service. • Coordinating of clinic template amendment / cancellation forms. • Booking patients in line with clinical diaries as per local processes. • Attendance at meetings when required. Data Management, Data Quality and Systems Responsibilities • Input and access information on Epic as required. • Ability to use Epic accurately, inputting data and editing entries as required. • Ensure the timely input of data onto management systems (Medicus, PICANet and Metavision). • To ensure that the PICANet dashboard is maintained and up to date. • Ensure patient demographics are correct by checking with the patient at every encounter, highlighting any duplicate records and escalating to the supervisor. • Supporting patients to successfully register on MyChart App, and signpost them to existing Helpdesk for issue. • Supporting data quality workstreams and work-queues where appropriate Job description Job responsibilities • To welcome and receive all patients and visitors attending, • Taking appropriate details and ensuring details are correct within Epic. • To give general advice about the services, where to refer and how to access services to both patients and health care professionals. • Make appointments, and ensuring the appointment outcomes are captured within Epic. • To make, cancel or rebook appointments for specialist nurses and consultants within the Epic system. • To organise additional services for patients as required, such as interpreters and transport Clinic Flow Management • Track patient movements and add activities to be completed during visit on to Epic. • Use secure chat to communicate with clinicians and wider team during clinic. • Liaise with clinicians and wider MDT team to ensure smooth running of clinic. • View Waiting list which is automatically created as part of order placement by clinician. • Review End of Day Report to identify any unsigned visits and escalate to Service Manager for completion. • Monitor rejected referrals work queue and action rejected referrals. Follow up appointment booking • Use dedicated scheduling work queues in Epic use filters to personalise and data will be refreshed dynamically as demand and activity fluctuate. • Use work queues for scheduling and multiple work queues exist in Epic to guide scheduling e.g. new appointments, cancel and rebook, DNA new rebook. Partial Booking • Contact patient to agree appointment while checking patient details in work queue. • Use MyChart functionality to enable patient to book date and time of appointment based on WL trigger. • Agree appointment with patient in line with access policy and add comments pertinent to appointment scheduling/pt care. • View appointment slots based on triage decisions inline with Epic clinic code structure which allows mix of appointment types and modes. Communicating appointment details to patient • Manage appointment communication via SMS confirmation and reminders centrally as part of clinic code set up. • Manage all letters which will be automatically batch printed via digital printer once a day. • Insert optional smart text where specific instructions needed for patients. • Use work queues to action patient initiated cancellations and change requests via SMS or MyChart. Coordinating Patient Care • PTL monitoring / updating / escalating where patient pathway issues are identified if not within their scope to resolve. • Responsible for booking of patients appointments, diagnostics and inpatient stays, throughout their patient pathway. • Corresponding with patients, practices and internal staff. • Conduct reminder calls to patients, rearranging appointments where necessary in-order to prevent non-attendances. • Management of patient correspondence via text reminder services. • Responsible for checking all patients are accurately recorded on the waiting list on the Epic system and escalate where issues are identified to the appropriate team member. • Responsible for accessing appointment booking systems for all routine pre-operative assessments, diagnostics and their associated outcomes. • Responsible for checking orders list on Epic system daily ensuring appointments are made within the required timescales, appropriately escalating if required. • Sending correspondence to patients, GPs, or others involved in the care of a patient, in a timely manner. • Process and register referrals, booking outpatient appointments within Epic. • To book interpreters as required. • Collate required patient information at the request of clinical teams. Supporting Clinical Teams • Management of clinical staff inboxes and flagging of high priority correspondence. • Management of virtual clinics, where applicable. • Monitoring of InBasket function for internal correspondence. • Monitoring relevant work queues relating to the service. • Coordinating of clinic template amendment / cancellation forms. • Booking patients in line with clinical diaries as per local processes. • Attendance at meetings when required. Data Management, Data Quality and Systems Responsibilities • Input and access information on Epic as required. • Ability to use Epic accurately, inputting data and editing entries as required. • Ensure the timely input of data onto management systems (Medicus, PICANet and Metavision). • To ensure that the PICANet dashboard is maintained and up to date. • Ensure patient demographics are correct by checking with the patient at every encounter, highlighting any duplicate records and escalating to the supervisor. • Supporting patients to successfully register on MyChart App, and signpost them to existing Helpdesk for issue. • Supporting data quality workstreams and work-queues where appropriate