Job summary
An excellent opportunity has arisen within the Heart Division at Royal Brompton hospital for an expert administrator to undertake the role of Deputy Bed Manager and senior administrator.
The ideal candidate for this role will have excellent interpersonal skills, be caring, have strong communication skills, excellent attention to detail and will have experience in a busy office environment working proactively and using your own initiative. The candidate should also demonstrate good IT skills and ability to adapt to new databases quickly.
This service is provided 7 days a week, inclusive of Bank holidays and is covered by a pro rata system inclusive of early, late and long days.
For further information please contact:
Cardiology Service Improvement Manager: Annette Sprules, A.sprules@rbht.nhs.uk
Bed Manager, Tam Luong. T.Luong@rbht.nhs.uk
Bed manager, Jamie Schwartz j.schwartz@rbht.nhs.uk
Main duties of the job
In this role you will be responsible for the efficient management of patients being admitted and discharged from the Heart Division wards. You will provide expertise in the effective management of patient flow; liaise with the theatre, catheter laboratory schedulers and external referral hospitals. You will be responsible for supporting, educating the ward administration staff in the clinical area and trained in all aspects of administration.
You will be assisting the bed manager with day to day management of the administration team as well as working alongside them. You will be working with the multidisciplinary team across a number of subspecialties to ensure that on a daily basis we have enough bed availability to meet patient needs.
About us
Royal Brompton and Harefield hospitals joined Guy's and St Thomas' in February 2021 and is the largest specialist heart and lung centre in the UK and among the largest in Europe
Job description
Job responsibilities
- Updating Patient records on Epic/Apollo Database
- Admitting Transfers and discharging patients in real time using Epic/Apollo system.
- Filling medical notes
- To provide a point of contact for staff and patients and others by manning the ward reception area during office hours.
- To undertake patient identification by following the relevant Trust policy and where appropriate attach patient identification wrist band.
- Collect post for the ward and distribute accordingly to staff and patients, also be responsible for the sending of outgoing mail and re-address any mail for discharged patients.
- Collect referral letters, notes etc. from secretaries for admissions and pre-admission clinic
- To ensure patient registration forms are completed either on admission or prior and updated on the Apollo/ Epic system along with correct labels before the patient attends theatres.
- Be responsible for the booking of all patient transports or book all patient transports on re-admission and discharge; ensuring that the transport office receives the booking details including correct diagnosis before the cut-off time. Ensure the correct vehicle for inter-hospital transport is booked for any tests or appointments. Organise assistance for patients at mainline railway stations if discharged via this mode of transport.
- To be involved in the preparation of patient discharge in conjunction with the multi-disciplinary team ensuring each morning all patients are, discharged, admitted or transferred onto or from the ward, updating the details accordingly on the hospital Epic/Apollo system. Also admit ward attendees correctly on Epic/Apollo system and patients on weekend leave accordingly.
- Be responsible for the booking of follow-up outpatient appointments at the Brompton in the required time (including the private out-patients department where necessary); including local follow-ups for patients.
- To provide cover for the other wards within the unit if their ward administrator is off sick and relief cover is unavailable.
- To liaise with the Trust bereavement officers and senior nursing staff in the administration of the bereavement process
- To liaise with social workers and voluntary service personnel to provide assistance to patients.
- Carry out tasks in delivering and supporting indirect patient care under the supervision of a registered nurse.
- Collaborate with the relevant clinical / scheduling teams to facilitate the admissions of both elective and urgent patients to the directorate.
- Facilitate the safe and efficient transfer of patients from referral hospital and ensure that the Trust Infection Control policy has been adhered to
- Be the point of contact for patients and relatives prior to admission to the directorate.
- In-put to the directorate waiting lists in accordance with Trust policy
- Ensure efficient administration of all aspects of patient admission to the directorate.
- Maintain the computerised patient administration system to ensure that the directorate has an accurate bed status
- Facilitate the discharge process of complex delayed discharges from the Trusts
- To be involved in the preparation of patient discharge in conjunction with the multi-disciplinary team
- Develop and understand patterns of admission to the directorate to and help develop strategies to reduce patient length of stay
- To liase with the senior nurses in the directorate to ensure communication links are established and effective
- To ensure that patients receive written or verbal communication in advance of admission to hospital with special emphasis on patient care.
- Ensure that in event of patient admission being subject to cancellation, that it is handled appropriately and sensitively.
- To liaise with the homecare team, aiding, when requiring assistance with obtaining medical records etc.
- Ensure that patient medical files are tracked for the pre-admission clinics and all patients are booked and admitted on the Lorenzo system.
- Ensure the appropriate waiting list information is inputted on Epic/Apollo
- To ensure that patients receive written or verbal communication in advance of admission to hospital with special emphasis on patient care.
- Ensure that in event of patient admission being subject to cancellation, that it is handled appropriately and sensitively.
- Prepare front sheets and labels for theatre
- Collect and deliver personal mail to patients
- Redirect discharge patient mail
- Return medical notes and x-rays to other hospitals in a secure manner
- Email and confirm in advance mini-bus form for off-site appointments and procedures at either Fulham Road, Royal Marsden or Chelsea and Westminster hospitals
- Complete and fax taxi forms to transport department
- Respect the Privacy and Dignity of patients whilst carrying out duties
- Respond to all non-medical emergencies as appropriate
- Be aware of hospitals infection control policies, adhering to them and report to manager if observe other colleagues not adhering to.
- Check that the clinical areas are clean and tidy and maintain a safe, pleasant environment for patients, visitors and staff
Job description
Job responsibilities
- Updating Patient records on Epic/Apollo Database
- Admitting Transfers and discharging patients in real time using Epic/Apollo system.
- Filling medical notes
- To provide a point of contact for staff and patients and others by manning the ward reception area during office hours.
- To undertake patient identification by following the relevant Trust policy and where appropriate attach patient identification wrist band.
- Collect post for the ward and distribute accordingly to staff and patients, also be responsible for the sending of outgoing mail and re-address any mail for discharged patients.
- Collect referral letters, notes etc. from secretaries for admissions and pre-admission clinic
- To ensure patient registration forms are completed either on admission or prior and updated on the Apollo/ Epic system along with correct labels before the patient attends theatres.
- Be responsible for the booking of all patient transports or book all patient transports on re-admission and discharge; ensuring that the transport office receives the booking details including correct diagnosis before the cut-off time. Ensure the correct vehicle for inter-hospital transport is booked for any tests or appointments. Organise assistance for patients at mainline railway stations if discharged via this mode of transport.
- To be involved in the preparation of patient discharge in conjunction with the multi-disciplinary team ensuring each morning all patients are, discharged, admitted or transferred onto or from the ward, updating the details accordingly on the hospital Epic/Apollo system. Also admit ward attendees correctly on Epic/Apollo system and patients on weekend leave accordingly.
- Be responsible for the booking of follow-up outpatient appointments at the Brompton in the required time (including the private out-patients department where necessary); including local follow-ups for patients.
- To provide cover for the other wards within the unit if their ward administrator is off sick and relief cover is unavailable.
- To liaise with the Trust bereavement officers and senior nursing staff in the administration of the bereavement process
- To liaise with social workers and voluntary service personnel to provide assistance to patients.
- Carry out tasks in delivering and supporting indirect patient care under the supervision of a registered nurse.
- Collaborate with the relevant clinical / scheduling teams to facilitate the admissions of both elective and urgent patients to the directorate.
- Facilitate the safe and efficient transfer of patients from referral hospital and ensure that the Trust Infection Control policy has been adhered to
- Be the point of contact for patients and relatives prior to admission to the directorate.
- In-put to the directorate waiting lists in accordance with Trust policy
- Ensure efficient administration of all aspects of patient admission to the directorate.
- Maintain the computerised patient administration system to ensure that the directorate has an accurate bed status
- Facilitate the discharge process of complex delayed discharges from the Trusts
- To be involved in the preparation of patient discharge in conjunction with the multi-disciplinary team
- Develop and understand patterns of admission to the directorate to and help develop strategies to reduce patient length of stay
- To liase with the senior nurses in the directorate to ensure communication links are established and effective
- To ensure that patients receive written or verbal communication in advance of admission to hospital with special emphasis on patient care.
- Ensure that in event of patient admission being subject to cancellation, that it is handled appropriately and sensitively.
- To liaise with the homecare team, aiding, when requiring assistance with obtaining medical records etc.
- Ensure that patient medical files are tracked for the pre-admission clinics and all patients are booked and admitted on the Lorenzo system.
- Ensure the appropriate waiting list information is inputted on Epic/Apollo
- To ensure that patients receive written or verbal communication in advance of admission to hospital with special emphasis on patient care.
- Ensure that in event of patient admission being subject to cancellation, that it is handled appropriately and sensitively.
- Prepare front sheets and labels for theatre
- Collect and deliver personal mail to patients
- Redirect discharge patient mail
- Return medical notes and x-rays to other hospitals in a secure manner
- Email and confirm in advance mini-bus form for off-site appointments and procedures at either Fulham Road, Royal Marsden or Chelsea and Westminster hospitals
- Complete and fax taxi forms to transport department
- Respect the Privacy and Dignity of patients whilst carrying out duties
- Respond to all non-medical emergencies as appropriate
- Be aware of hospitals infection control policies, adhering to them and report to manager if observe other colleagues not adhering to.
- Check that the clinical areas are clean and tidy and maintain a safe, pleasant environment for patients, visitors and staff
Person Specification
EDUCATION & QUALIFICAITONS
Essential
- Relevant degree level qualification or equivalent management/senior administrative experience
Desirable
- Relevant Computer courses Relevant NVQ Level 3 education/equivalent All staff are expected to take responsibility for their own continual personal and professional development ECDL or studying towards
SKILLS & ABILITIES
Essential
- Good level of English language demonstrated through effective written and verbal skills Computer keyboard skills Experience in using Microsoft computer packages e.g. word, excel Methodical and numerate Excellent interpersonal skills Excellent written and verbal communication skills Friendly and efficient telephone manner Ability to work unsupervised Flexible approach to work
EXPERIENCE & KNOWLEDGE
Essential
- Previous experience of filing systems Dealing with the public Ability to work as part of a team as well as on own initiative
Desirable
- Previous NHS administration experience Previous knowledge of patient administration systems Knowledge of Hospital Waiting List Systems Understanding of issues relating to the NHS
OTHER REQUIREMENTS
Essential
- Mature personality Able to work within a team and unsupervised Able to carry out assigned tasks effectively in a busy, ever changing environment Can discuss and apply knowledge and experience to patient care Able to work under pressure and work to a tight time schedule Awareness of patient confidentiality Ability to relate to staff at all levels Adaptable and able to manage change Smart appearance Pleasant disposition Reliable work record
Person Specification
EDUCATION & QUALIFICAITONS
Essential
- Relevant degree level qualification or equivalent management/senior administrative experience
Desirable
- Relevant Computer courses Relevant NVQ Level 3 education/equivalent All staff are expected to take responsibility for their own continual personal and professional development ECDL or studying towards
SKILLS & ABILITIES
Essential
- Good level of English language demonstrated through effective written and verbal skills Computer keyboard skills Experience in using Microsoft computer packages e.g. word, excel Methodical and numerate Excellent interpersonal skills Excellent written and verbal communication skills Friendly and efficient telephone manner Ability to work unsupervised Flexible approach to work
EXPERIENCE & KNOWLEDGE
Essential
- Previous experience of filing systems Dealing with the public Ability to work as part of a team as well as on own initiative
Desirable
- Previous NHS administration experience Previous knowledge of patient administration systems Knowledge of Hospital Waiting List Systems Understanding of issues relating to the NHS
OTHER REQUIREMENTS
Essential
- Mature personality Able to work within a team and unsupervised Able to carry out assigned tasks effectively in a busy, ever changing environment Can discuss and apply knowledge and experience to patient care Able to work under pressure and work to a tight time schedule Awareness of patient confidentiality Ability to relate to staff at all levels Adaptable and able to manage change Smart appearance Pleasant disposition Reliable work record
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
