Oxford University Hospitals NHS Foundation Trust
Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
The post holder has responsibility for assisting with the provision of a professional, comprehensive, and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will be through the delivery of a comprehensive administrative service to a specialty team.
Main duties of the job
* Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
* Use of the 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 sending out within 7 working days.
* Book New and Follow up clinic appointments. Utilise vacant slots to bring forward clinically triaged urgent patients ensuring best use of clinic lists. Assist with the processing of new referrals on eRS (Choose and Book / DBS / e-referral systems).
* 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 via phone or email.
* Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
Job responsibilities
* Demonstrate high levels of customer care and be an ambassador for customer care within the Trust and department.
* Act in a manner aligned to our Trust Values and consistently demonstrate the behaviors that will ensure we achieve our ambition of delivering compassionate excellence.
* 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.
* Respond to communication and queries including email, face to face and over the telephone in a timely manner.
* Maintain patient confidentiality at all times.
* 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.
* Use the Trust IT systems (for example EPR, PACS, ScanIt) 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 and manage electronic referrals.
* Assist with the processing of new referrals on eRS (Choose and Book / DBS / e-referral systems).
* Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
* Attend Departmental meetings and training as required to ensure that you maintain an up-to date working knowledge of service and trust procedures.
Person Specification
Education
* GCSE English and Math (Or Equivalent) at Grade C or above
* Educated to degree level/NVQ level 3 or above
Work Experience
* Administration Experience
* Experience of working in an office environment
* Ability to work independently and as a member of a team
* Ability to prioritise and work to deadlines
* Working with databases
* Capable of working with minimal supervision
* Familiarity with NHS performance targets
* Understanding of medical terminology
Person Specifications
* High standard of spoken and written English
* Flexible approach to work
* Keen to further own training and development
* Knowledge of RTT 18 week pathways
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Oxford University Hospitals NHS Foundation Trust
£24,071 to £25,674 a year per annum pro rata
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