Job summary
A&E Receptionist - 21.5 hours per week
9 months Temporary Post -Until 28.02.24 (Maternity Leave Cover)
The Urgent Care Department looking for a Reception/Administrative worker to work within the Urgent Care Directorate on a full time/part time basis:
You will be a good team player, used to working on your own initiative and have a working knowledge of using a desktop PC.Shifts would cover hours both day and night, 7 days per week on the following patterns:
7.00am - 2.30pm
2.30pm - 10.30pm
10.30pm - 7.00am
8.00am - 8.00pm
Applicants must be able to work across the full shift pattern including weekends and bank holidays
Main duties of the job
You will provide a comprehensive range of reception service and clerical duties. Reception or clerical experience would be an advantage as well as good communication skills and a polite and helpful telephone manner and an understanding of confidentiality and the need to keep and maintain accurate records.
Attending to visitors to the departmentDealing with enquiries in person and over the telephoneScanning, filing and retrieving of medical recordsEntering data on the Lorenzo systemPreparing clinicsLiaising with clinical staff regarding patient
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
- Receive patients, their relatives/carers and all visitors to the A&E department in a welcoming manner
- Register all patients onto the Lorenzo/EMIS system. Updating all personal details as necessary and access for patient hospital numbers & case notes. Where possible, obtain the information by liaising with the patient directly, clearly recording instances when information cannot be obtained.
- Liaise with personnel from North West Ambulance Service (NWAS) or appropriate external agencies to obtain patient information as and when required, ensuring confidentiality is maintained at all times.
- Co-ordinate the arrangement of follow-up appointments for A&E Clinics and face to face and virtual Fracture clinics.
- Ensure that referrals are promptly processed/forwarded to the booking office for outpatient appointment as instructed by clinical staff.
- Inform a senior member of staff about any serious injury or condition of any patient attending A&E e.g. cancer patient, potential cardiac patients or amputations
- Deal with telephone enquiries promptly and efficiently
- Retrieve all the missing A&E cards not scanned and search for them
- Ensure all A&E cards are obtained prior to attending follow up clinics and ensure any missing data is found
- Ensure the A&E printers are in working order and liaise with IT/Cannon should any problems arise
- Send GP Letters electronically.
- Make any corrections to the patient episode on the Lorenzo system
1.2 Patient record duties
- Ensure that A&E cards are obtained prior to follow-up clinics, and ensure missing A&E cards and x-rays are located.
- Request case notes when needed and maintain accurate case notes tracking
- Arrange follow up appointments and prepare notes for these appointments as needed.
- Undertake scanning/filing of the A&E notes and others documentation onto the system
- Complete & finalise the A&E Clinics finding any notes.
- Photocopy relevant A&E card and send to clinics as required
- Fax documentation to GP Surgeries, wards and departments and other members of the multi-disciplinary team as required by the medical/nursing team, ensuring adherence to the Caldicott Guidelines.
- Be flexible where possible 24/7 if a Major Incident is declared or to cover sickness and Annual leave.
- Receive and escort relatives of the seriously ill or injured to the relatives room and provide refreshment as required
- Escort relatives/friends of deceased patients to the relatives room with compassion. Provide refreshments if needed and inform nursing staff where relatives
1.3 Base Clerk Duties:
- Act as Trust resource to admit/discharge/transfer Emergency (non A&E patients) to the wards in liaison with Senior Nursing Staff/Bed Management Team.
- Using Lorenzo admit A&E patients to the wards, in addition to admitting and discharging patients from Urgent Care as and when required.
- Obtain any notes needed for patients admitted to the Trust, upon the request of the medical /nursing team.
- Scanning of patient notes ready for admission to ward.
- Record and notify patient bereavement of any deaths in the department and fax the relevant documentation to them
- Deal with in-patient enquiries when required.
- Book 999 and urgent transfers to other hospitals and prepare relevant documentation
- Arrange Ambulance transport for patients being discharged
- Outcome the patient episode on the Lorenzo system.
1.4 Data entry duties
- Ensure data entry is of a high accuracy standard, ensuring the IM&T Department can produce quality data, in line with the requirements of the Emergency Care Targets.
- Make sure all data needed to achieve payment under PbR is recorded.
- Support the Emergency Care Targets by ensuring data is collected and entered in real time.
- Validate information entered by others to ensure compliance with Government/Trust standards.
- Request missing data from patients or relevant nursing/medical staff to ensure all data fields can be completed.
Professional Development, Clinical Governance and Educational Responsibilities
The post holder will:
- Attend all mandatory training and specialist A&E topics including: conflict resolution training, major incident and chemical incident training
- Develop and understanding of the hospital Major Incident/Chemical Incident plans and their role. In the event of a Major Incident, initiate the callout of reception staff and allocate them to Priority areas as they arrive.
- Participate in individual performance reviews, identifying appropriate education and training needs
Managerial Responsibilities
The post holder will:
- Attend departmental meetings as required where possible.
- Develop an understanding the Trust complaints procedure and participate in the investigation of complaints as required in the Reception area.
- In the absence of the A&E Supervisor, liaise with clerical staff on duty to cover any unforeseen staffing shortfalls
- Assist with audit and data collection
- When required, work on their own initiative without direct supervision of a line manager
Job description
Job responsibilities
- Receive patients, their relatives/carers and all visitors to the A&E department in a welcoming manner
- Register all patients onto the Lorenzo/EMIS system. Updating all personal details as necessary and access for patient hospital numbers & case notes. Where possible, obtain the information by liaising with the patient directly, clearly recording instances when information cannot be obtained.
- Liaise with personnel from North West Ambulance Service (NWAS) or appropriate external agencies to obtain patient information as and when required, ensuring confidentiality is maintained at all times.
- Co-ordinate the arrangement of follow-up appointments for A&E Clinics and face to face and virtual Fracture clinics.
- Ensure that referrals are promptly processed/forwarded to the booking office for outpatient appointment as instructed by clinical staff.
- Inform a senior member of staff about any serious injury or condition of any patient attending A&E e.g. cancer patient, potential cardiac patients or amputations
- Deal with telephone enquiries promptly and efficiently
- Retrieve all the missing A&E cards not scanned and search for them
- Ensure all A&E cards are obtained prior to attending follow up clinics and ensure any missing data is found
- Ensure the A&E printers are in working order and liaise with IT/Cannon should any problems arise
- Send GP Letters electronically.
- Make any corrections to the patient episode on the Lorenzo system
1.2 Patient record duties
- Ensure that A&E cards are obtained prior to follow-up clinics, and ensure missing A&E cards and x-rays are located.
- Request case notes when needed and maintain accurate case notes tracking
- Arrange follow up appointments and prepare notes for these appointments as needed.
- Undertake scanning/filing of the A&E notes and others documentation onto the system
- Complete & finalise the A&E Clinics finding any notes.
- Photocopy relevant A&E card and send to clinics as required
- Fax documentation to GP Surgeries, wards and departments and other members of the multi-disciplinary team as required by the medical/nursing team, ensuring adherence to the Caldicott Guidelines.
- Be flexible where possible 24/7 if a Major Incident is declared or to cover sickness and Annual leave.
- Receive and escort relatives of the seriously ill or injured to the relatives room and provide refreshment as required
- Escort relatives/friends of deceased patients to the relatives room with compassion. Provide refreshments if needed and inform nursing staff where relatives
1.3 Base Clerk Duties:
- Act as Trust resource to admit/discharge/transfer Emergency (non A&E patients) to the wards in liaison with Senior Nursing Staff/Bed Management Team.
- Using Lorenzo admit A&E patients to the wards, in addition to admitting and discharging patients from Urgent Care as and when required.
- Obtain any notes needed for patients admitted to the Trust, upon the request of the medical /nursing team.
- Scanning of patient notes ready for admission to ward.
- Record and notify patient bereavement of any deaths in the department and fax the relevant documentation to them
- Deal with in-patient enquiries when required.
- Book 999 and urgent transfers to other hospitals and prepare relevant documentation
- Arrange Ambulance transport for patients being discharged
- Outcome the patient episode on the Lorenzo system.
1.4 Data entry duties
- Ensure data entry is of a high accuracy standard, ensuring the IM&T Department can produce quality data, in line with the requirements of the Emergency Care Targets.
- Make sure all data needed to achieve payment under PbR is recorded.
- Support the Emergency Care Targets by ensuring data is collected and entered in real time.
- Validate information entered by others to ensure compliance with Government/Trust standards.
- Request missing data from patients or relevant nursing/medical staff to ensure all data fields can be completed.
Professional Development, Clinical Governance and Educational Responsibilities
The post holder will:
- Attend all mandatory training and specialist A&E topics including: conflict resolution training, major incident and chemical incident training
- Develop and understanding of the hospital Major Incident/Chemical Incident plans and their role. In the event of a Major Incident, initiate the callout of reception staff and allocate them to Priority areas as they arrive.
- Participate in individual performance reviews, identifying appropriate education and training needs
Managerial Responsibilities
The post holder will:
- Attend departmental meetings as required where possible.
- Develop an understanding the Trust complaints procedure and participate in the investigation of complaints as required in the Reception area.
- In the absence of the A&E Supervisor, liaise with clerical staff on duty to cover any unforeseen staffing shortfalls
- Assist with audit and data collection
- When required, work on their own initiative without direct supervision of a line manager
Person Specification
Qualifications
Essential
Experience
Essential
- Working directly with the public/reception duties
- Word processing/database
- Filing and use of Excel
Desirable
- Working in a Health Care Setting
Skills & Knowledge
Essential
- Excellent written & verbal communication skills
- Organisational Skills
- Able to work as part of team
- Able to work on own initiative
- Good interpersonal skills
- Accuracy
- Attention to detail
- Able to prioritise work
Other Factors
Essential
- Flexibility
- Reliability
- Courteous and professional attitude
- Fitness to undertake the duties of the post
- Willingness to train and be trained
Person Specification
Qualifications
Essential
Experience
Essential
- Working directly with the public/reception duties
- Word processing/database
- Filing and use of Excel
Desirable
- Working in a Health Care Setting
Skills & Knowledge
Essential
- Excellent written & verbal communication skills
- Organisational Skills
- Able to work as part of team
- Able to work on own initiative
- Good interpersonal skills
- Accuracy
- Attention to detail
- Able to prioritise work
Other Factors
Essential
- Flexibility
- Reliability
- Courteous and professional attitude
- Fitness to undertake the duties of the post
- Willingness to train and be trained
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).
