Anticoagulation administrator

Job description

Job responsibilities

Main Purpose of Post

The post holder will be part of the Anticoagulation team, and to provide a first class service to support the successful running of Anticoagulation service .

They will support the service in the setting of clinics, and scheduling of patients appointments . This will involve a comprehensive knowledge of the service and who is responsible for the respective areas.

This role supports the delivery of a cost effective and patient focussed scheduling and follow up appointment booking service in line with the Trusts strategic direction and service plan.

Main Duties and Responsibilities

• To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, patients, other departments within the Trust and all other departments.

• To ensure all government guidelines with regards to the Trusts elective waiting times are adhered to at all times.

• To highlight to service management teams potential breaches when scheduling patient appointments.

• To access and process letters, including those of a sometimes distressing or emotional nature.

• To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner, and respecting patient confidentiality at all times.
• To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.

• To use the appropriate IT system for checking patient information and appointments.

• To cover for colleagues during periods of absence.

• To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and their families.

• To process referral letters promptly, ensuring the consultant is contacted with all clinically urgent referrals, messages and letters at all time.

• To keep up to date records of all work undertaken to provide audit trails of decisions and changes to appointments.

• To generate appointment notification letters via the Trust PAS system when scheduling and booking appointments.

• To deal with all telephone calls in a courteous, efficient and tactful manner referring to appropriate departments as necessary.

• To monitor and ensure telephone contact is made with all patients when booking short-notice appointments on the Trust PAS system.

• To book interpreter services as required and transfer the information onto the Trust PAS systems.

• To update patient details on the Trust PAS system when required.

• Prioritise the daily workload to ensure that any requests received and all urgent matters are dealt with as soon as practicable and ensure a high level of support is available.

• To ensure all government guidelines with regard to the Trusts elective waiting times are adhered to at all times.

• To act in such a manner as to maintain and protect patient confidentiality at all times.

• To actively participate in the orientation and training of new and temporary staff as required.

• Attend any training courses required to implement changes or improve standards within the department.

Confidentiality

The post holder must ensure that personal information for patients, and all other individuals attending the Trust is accurate and up to date, kept secure and confidential at all times in compliance with the Data Protection Act 1988, the Caldicott principles and the common law duty of confidentiality. The post holder must follow the record keeping guidelines established by the Trust to ensure compliance with the Freedom of Information Act 2000.

Data Protection Act

All staff who contribute to patients care records are expected to be familiar with, and adhere to, the Trusts Standards of Records Keeping Policy. Staff should be aware that patients care records throughout the Trust will be subject to regular audit.

All staff who have access to patients care records have a responsibility to ensure that these are maintained efficiently and that confidentiality is protected in line with the Trusts Code of Confidentiality Policy.

All staff have an obligation to ensure that care records are maintained efficiently and that confidentiality is protected. Staff are also subject to this obligation both on an implied basis and also on the basis that, on accepting their job description, they agree to maintain both patient/client and staff confidentiality.

In addition, all health professionals are advised to compile records on the assumption that they are accessible to patients in line with the Data Protection Act.

Person Specification

Qualifications & Training

Essential

• oNVQ level 4 or equivalent experience.
• oExcellent IT knowledge
• oExperience of databases
• oGood general education to GCSE level

Experience

Essential

• oPrevious experience of working in a similar administrative role
• oExperience in customer care
• oExperience of Administrative/Secretarial duties
• oExperience of working with senior staff and managing confidential issues.

Desirable

• oPrevious experience in a medical / healthcare setting
• oPrevious experience of working in an Acute setting
• oExperience and working knowledge of e-roster
• oExperience of iCARE

Knowledge & Skills

Essential

• Demonstrates commitment to a professional and high level service and a professional attitude to own work
• Able to act with minimal guidance to set target and standards for self within the parameters of the role
• Excellent communication and inter-personal skills
• Excellent computer literacy [Word, Excel, PowerPoint]
• Advanced keyboard skills
• Excellent organisational and administration skills
• Excellent customer care skills
• Able to manage and prioritise all incoming and outgoing correspondence, initiating responses where appropriate
• Ability to work under pressure
• Demonstrates willingness to update skills in accordance with the needs of the service
• Experience of inputting information into databases

Other

Essential

• oExcellent interpersonal skills
• oAble to work on own initiative and within a team
• oSelf-motivated with the ability to prioritise
• oAble to work to tight deadlines and within available resources
• oFlexible approach to work within a highly pressurised environment
• oUndertake training and attend courses when required

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

Lewisham and Greenwich NHS Trust

Address

Queen Elizabeth Hospital

Stadium road

London

SE18 4QH

Employer's website

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