Oxford University Hospitals NHS Foundation Trust
We are looking to recruit an experienced, organised and motivated Patient Pathway Administrator/Medical Secretary to provide an efficient administrative service to General Surgery within the Surgical Administration department based at the Churchill Hospital.
Main duties of the job
The post holder will work directly with the clinical team and we are keen to appoint someone who is enthusiastic and motivated and who can manage the fluctuating demands of the role. You will have excellent word processing skills and well-developed communication, organisational and time management skills. An ability to prioritise effectively in a busy environment is essential. You will need to be flexible and have the necessary secretarial/administrative experience required for such a post. Previous medical secretary experience would be an advantage. You will have a good general level of education including GCSE English grade C or equivalent as well as excellent word processing skills.
Job responsibilities
MAIN PURPOSE OF POST
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 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. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway in line with the Elective Access policy.
RESPONSIBILITIES:
1. Provide primary administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
2. Type or use 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 being received within 10 working days from the point of clinical delivery / decision.
3. Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.
4. Support patients under the clinicians care by booking where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway.
5. Monitor urgent investigation requests to ensure they are processed appropriately.
6. Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, intervening where necessary to expedite appointments and procedures to avoid breaches.
7. Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
8. Follow the Trust tracking procedure for the movement of all patient notes.
9. Update patient details on Trust and departmental patient record systems to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.
10. Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
11. 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, which requires the ability to understand and explain basic medical procedures and terminology.
This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.
Person Specification
Education and Qualifications
* Good General level of education (minimum 5 C GCSE's grade C or equivalent)
* Knowledge of healthcare IT systems such as EPR
Specific Aptitude and Abilities
* Highly organised and ability to prioritise
* Strong Computer Skills
* Ability to work as part of a team
Experience
* Proven experience within an administrative role
* Knowledge of RTT 18 weeks pathways
* Experience of working with general public
* Previous NHS Experience
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
£26,530 to £29,114 a year per annum pro rata
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