Day Hospital Administrator

Job description

Job responsibilities

To provide an outstanding reception service to all patients and visitors attending the Day Hospital.

To deal with all enquires via the telephone in a professional and courteous manner escalating any patient or community service concerns or complaints to the Clinical Lead.

To liaise with agencies external to the department e.g. other hospital departments, GP Surgeries and other community services.

Communicate appropriately with confused and / or aggressive or wandering patients.

To forge strong working relationships with colleagues, clinical staff and the senior management.

Use electronic dictation software to type clinical letters to GPs and other community services as required by the multidisciplinary team.

To provide basic IT support to the clinical teams.

Analytical and Judgemental Skills

To make sound decisions regarding patients requests to cancel or rebook appointments adhering to Trust Policy.

Planning and Organisational Skills

Ensure that basic keyboard skills are up to date to enable the accurate input of data.

To ensure all entries are accurate and added in a timely manner, alerting the Clinical ead if any patient notes / patient information are not available for inputting on to the relevant computer system.

Responsibility for Patient/Client Care, Treatment and Therapy

In an emergency situation, the administrator (s) would be expected to respond appropriately for the patients wellbeing.

To process all referrals made to the Day Hospital in a timely manner using the hospitals referral systems (e.g. Image Now and e-Referral Service)Use of hospital computer systems (e.g. e-Camis), to book patient appointments and that they meet the RTT deadline into the relevant clinics ensuring they are out comed at the end of the day.

Use of hospital computer systems (e.g. e-Camis), to admit and discharge patients.

To book and co-ordinate hospital transport for patients.

Use the CRT system to electronically move / transfer / locate patient notes.

Able to upload patient notes and correspondence directly to EPR.

Responsibility for Policy / Service Development

Be responsible for ensuring case notes are maintained as per Trust Policy

To ensure the Trust Infection Control policies are followed at all times.

To be familiar with Trust Guidelines towards violence and aggression and to be able to summon assistance to diffuse situations in the work place.

Undertake word processing, data input using Word and Excel. Supporting the Admin Lead in the production of statistics, using charts and graphs to showing activities and trends.To be involved with patient first and service development projects within the administration team.

Responsibility for Finance, Equipment and Other Resources

To have an understanding of cost pressures within the NHS and to ensure consideration is taken when ordering stock etc.

Order stationary, and ensure sufficient stock is available.

Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management

Assist with the orientation of new staff.Assist with the cascade training of staff relating to computerised systems.

Demonstrate to new staff the Trusts filling system.

Responsibility for Information Resources and Administrative Duties

Request notes from Medical Records ensuring availability for Medical / Nursing Staff

Be responsible for the recording of information relating to patient's clinic attendance, admission and the discharge of patients.

Ensure e-Camis is complete accurately whilst on duty, depicting an accurate picture of the patient care pathway, and that it also matches other hospital systems (e.g. Symphony).Responsible when on duty for the appropriate computerised transfer of notes.

Email confidential information when required.

Ensure information accurate and provide sufficient labels for clinical need.

Responsibility for Research and Development

Undertake surveys and audits as necessary to own work. e.g. staff survey.

Freedom to Act

To work within the Trust policies and uphold the Trust values.

To organise own work and to take action on own initiative regarding problems and enquires.

Mental, Physical, and Emotional Effort

Both mental and emotional effort whilst continually dealing with patients and colleagues on the phone and face to face.

Any Other Specific Tasks Required

To assist in maintaining the cleanliness and tidiness of the departments and its equipment.

This role involves a combination of sitting for long periods using a personal computer with short and long periods of standing and walking.

Ensure able to cope with the many interruptions which the team encounters whilst trying to complete tasks.

During each shift there will be a need to lift patient notes, whist adhering to the Trust Manual Handling Policy.

Saturday working on a rota basis will be required as part of this role.

Any other appropriate duties as may be required by the Team.

Person Specification

Qualification

Essential

• RSA II or equivalent touch typing / keyboard skills
• GCSE in English and Maths or equivalent
• NVQ Level 3 in Business Administration or equivalent experience

Desirable

• Evidence of continuous personal development

Experience

Essential

• Previous experience in an administrative post within the NHS

Desirable

• Experience in working as a medical secretary
• Experience of supporting service improvements

Technical Skills competencies

Essential

• Computer literate with word processing skills
• Ability to make accurate and timely entries
• Intermediate knowledge and understanding of MS Office programmes including Outlook, Word and Excel

Desirable

• Audio typing skills
• Medical terminology

Knowledge

Essential

• Understanding of office produces
• Understanding of secretarial procedures
• Date accuracy
• Collation of Information
• Able to work as part of a team and independently
• Able to deal with enquires by phone and face to face in a professional manner
• Approachable
• Effective communicator

Desirable

• An understanding of the Referral to Treatment (RTT)
• Hospital Systems e-Camis / Symphony and EPR

Other requirements specific to the role

Essential

• Ability to deal with sensitive issues
• Ability to priories work and organise workload

Personal attributes

Essential

• Good verbal and written skills
• Able to work under pressure and multi-task
• Well presented
• Flexibility

Language

Essential

• Be able to speak English as necessary to undertake the role

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 details

Employer name

University Hospitals Dorset NHS Foundation Trust

Address

Christchurch Hospital

Fairmile Road

Christchurch

BH23 2JX

Employer's website

https://www.uhd.nhs.uk/careers (Opens in a new tab)