Job summary
Job Title: Respiratory & Sleep Administrator
Division: Unplanned & Integrated Care
Band: 2
Salary: £22,383 per annum/pro rata
Interview Date: Week Commencing 12th June 2023
Working pattern negotiable but 8am to 4pm Monday to Friday is preferred
We are recruiting for a Respiratory & Sleep Administratorwho shares our ambition and vision to deliver theBest of Care by the Best Peopleand has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.
Main duties of the job
An Administrative Assistant is required to work in the very busy Respiratory and Sleep department, dealing with constant telephone queries, undertaking bookings for investigations and dealing with the patient case files along with general clerical duties.
Organise and book clinics on the Solus patient database ensuring that patients are seen within 6 weeks where possible.
Manage urgent, routine and inpatient waiting lists to ensure all patients are seen appropriately.
Answering telephone queries from patients, dealing with administrative issues and and directing clinical queries to the most appropriate person.
Book and cask up clinics on PAS
Order, track and collect case notes.
Liaise with IT services and external companies to help ensure that IT systems are functioning at all times.
Set up templates for clinical reports and letters on Solus and keep up to date.
Our values are Bold, Every Person Counts, Sharing and Open and Together. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust.
We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.
To contribute to our exciting future and become part of our team, apply today.
About us
Here at Medway, we pride ourselves on working together as one to ensure that our shared vision of Better, Best, Brilliant is achieved. Our culture and values are what drives the Trust and is the heartbeat of who we are as an organisation.
Our Trust is a great choice for people who want to develop their career in an ambitious environment.
Would you like to work flexibly? In the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement which will not mean sacrificing time for personal interests or family commitments. We aim to support you to work flexibly in a way that will suit you and us.
All of our substantive & fixed term employees can enjoy a range of staff benefits, a gym, an active health and wellbeing programme, an on-site nursery and a cycle to work scheme.
We are taking positive action to ensure that we can attract, recruit and retain the best talent and would welcome more applicants from under - represented groups to support the Trusts commitment to a diverse, inclusive and an employer of choice workforce.
All staff at Medway comply the Trust's and the Kent and Medway Safeguarding Board's policies on safeguarding children, young people and vulnerable adults.
Job description
Job responsibilities
We are a small but friendly and supportive team performing respiratory and sleep diagnostic tests to the patients of Medway and Swale. We also provide treatment for sleep apnoea in the form of CPAP.
A cheerful, kind and patient personality and a good sense of humour are essential, as is experience of working with patients in a hospital or other clinical setting. You must have a 'can do' attitude, be able to work unsupervised, multitask and be flexible with your hours if required. As you being able to deal with multiple interruptions is essential. A good level of fitness and excellent keyboard and IT skills are essential, training will be given in the internal systems such as the Patient Administration System (PAS)
Following the existing departmental procedures receive all requests for respiratory and sleep investigations from the respiratory team and all other specialities. Review referrals for all necessary information, liaising with the referrer as necessary. Check for any previous investigations and add patients to wait list. Raise any queries with the clinical staff to ensure that only appropriate investigations are appointed.
Identify areas for improvement within the existing departmental procedures and communicate these to the Lead Administrator.
Amend and adapt procedures with the assistance of the Lead Administrator as necessary
Organise and book departmental clinics on the Solus database ensuring the correct documentation is available and all patient information is correct on the database. Send out appointment letters with appropriate patient information or confirm urgent appointments by telephone where necessary. Prioritise appointments that have been vetted by clinical staff as urgent whilst ensuring that no appointments slots remain unfilled.
Book and cash up clinics on PAS to ensure appropriate funding is received by the trust
On a weekly basis check and amend RTT pathways
Assist the technical staff to ensure all investigations are carried out within the 6 week diagnostic target timescale, alerting them to any potential waiting target issues in a timely manner in order to allow changes in booking patterns to avoid diagnostic breaches. To be aware of the 18 week RTT target and ensure all diagnostic investigations are performed in a timely manner to avoid potential breaches
Regularly check patients are merged on PAS and PRISM databases
Manage all referrals to the direct access services, liaising with GP surgeries as required to highlight any issues with the referrals, ensuring patients are fit and safe to perform investigation and liaising with the patient to arrange an appointment. Organise registration of new patients.
Receive referrals for in patient investigations and liaise with wards to book investigations being aware of discharge dependencies.
Advise patients and clinical teams on availability of sleep disposables, issuing masks where appropriate and recording information thus saving clinical slots and generating income
Manage constant and sometimes complex telephone enquiries, relaying messages and referring calls as appropriate. Deal with difficult and confidential enquiries from patients in a sensitive, timely and appropriate manner.
Be the first line contact for patients with complaints ensuring they are handled with patience and tact in an appropriate manner, and advising them of the correct procedure or referring them to the physiologist in charge as appropriate
Order, track and collect case-notes as required, liaising with medical records and other departments. Ensure notes and urgent reports are delivered in a timely manner, and ensure any departmental scanning is kept up to date.
Liaise with the clinical coders to ensure correct coding and financial payments for PSGs.
Organising records of CPAP equipment loans. Ensuring up to date information is available on Encore database
Organise patient transport requirements, liaising with ambulance control and patients to ensure they have transport arranged for outpatient appointments if needed.
Order stationery and ad hoc stores and arrange provision of patient meals and drinks if required. Check invoices against orders and delivery notes, following up and discrepancies. Ensure stationery stores are kept in an organised manner.
Open and sort the departmental post and management of the departments correspondence as required. Minute taking at team meetings, typing of minutes and distribution.
Act as a link between consultant secretaries and physiologists ensuring urgent problems are dealt with in a timely manner. Act as a link between patients and NIV nurses, ensuring joint investigations for patients with eth Domiciliary Ventilation nurses
Set up templates for clinical reports and letters on Solus and keep updated.
Liaise with the IT department and external companies to help ensure the IT systems are functioning at all times.
Demonstrate the departmental administrative duties including use of Solus to new starters
Participate in staff surveys
Job description
Job responsibilities
We are a small but friendly and supportive team performing respiratory and sleep diagnostic tests to the patients of Medway and Swale. We also provide treatment for sleep apnoea in the form of CPAP.
A cheerful, kind and patient personality and a good sense of humour are essential, as is experience of working with patients in a hospital or other clinical setting. You must have a 'can do' attitude, be able to work unsupervised, multitask and be flexible with your hours if required. As you being able to deal with multiple interruptions is essential. A good level of fitness and excellent keyboard and IT skills are essential, training will be given in the internal systems such as the Patient Administration System (PAS)
Following the existing departmental procedures receive all requests for respiratory and sleep investigations from the respiratory team and all other specialities. Review referrals for all necessary information, liaising with the referrer as necessary. Check for any previous investigations and add patients to wait list. Raise any queries with the clinical staff to ensure that only appropriate investigations are appointed.
Identify areas for improvement within the existing departmental procedures and communicate these to the Lead Administrator.
Amend and adapt procedures with the assistance of the Lead Administrator as necessary
Organise and book departmental clinics on the Solus database ensuring the correct documentation is available and all patient information is correct on the database. Send out appointment letters with appropriate patient information or confirm urgent appointments by telephone where necessary. Prioritise appointments that have been vetted by clinical staff as urgent whilst ensuring that no appointments slots remain unfilled.
Book and cash up clinics on PAS to ensure appropriate funding is received by the trust
On a weekly basis check and amend RTT pathways
Assist the technical staff to ensure all investigations are carried out within the 6 week diagnostic target timescale, alerting them to any potential waiting target issues in a timely manner in order to allow changes in booking patterns to avoid diagnostic breaches. To be aware of the 18 week RTT target and ensure all diagnostic investigations are performed in a timely manner to avoid potential breaches
Regularly check patients are merged on PAS and PRISM databases
Manage all referrals to the direct access services, liaising with GP surgeries as required to highlight any issues with the referrals, ensuring patients are fit and safe to perform investigation and liaising with the patient to arrange an appointment. Organise registration of new patients.
Receive referrals for in patient investigations and liaise with wards to book investigations being aware of discharge dependencies.
Advise patients and clinical teams on availability of sleep disposables, issuing masks where appropriate and recording information thus saving clinical slots and generating income
Manage constant and sometimes complex telephone enquiries, relaying messages and referring calls as appropriate. Deal with difficult and confidential enquiries from patients in a sensitive, timely and appropriate manner.
Be the first line contact for patients with complaints ensuring they are handled with patience and tact in an appropriate manner, and advising them of the correct procedure or referring them to the physiologist in charge as appropriate
Order, track and collect case-notes as required, liaising with medical records and other departments. Ensure notes and urgent reports are delivered in a timely manner, and ensure any departmental scanning is kept up to date.
Liaise with the clinical coders to ensure correct coding and financial payments for PSGs.
Organising records of CPAP equipment loans. Ensuring up to date information is available on Encore database
Organise patient transport requirements, liaising with ambulance control and patients to ensure they have transport arranged for outpatient appointments if needed.
Order stationery and ad hoc stores and arrange provision of patient meals and drinks if required. Check invoices against orders and delivery notes, following up and discrepancies. Ensure stationery stores are kept in an organised manner.
Open and sort the departmental post and management of the departments correspondence as required. Minute taking at team meetings, typing of minutes and distribution.
Act as a link between consultant secretaries and physiologists ensuring urgent problems are dealt with in a timely manner. Act as a link between patients and NIV nurses, ensuring joint investigations for patients with eth Domiciliary Ventilation nurses
Set up templates for clinical reports and letters on Solus and keep updated.
Liaise with the IT department and external companies to help ensure the IT systems are functioning at all times.
Demonstrate the departmental administrative duties including use of Solus to new starters
Participate in staff surveys
Person Specification
Knowledge
Essential
- General administration experience
- Management of electronic diary
Experience
Essential
- Receptionist of administrator in a clinical or care setting
- Experience of dealing with patients on the telephone
Education
Essential
- 5 GCSEs grade A*-C
- IT qualification
Skills
Essential
- Excellent communication skills
- Excellent IT skills
Desirable
- Confident using PAS, Prism or Solus
Other Attributes
Essential
- Demonstrates Team Working Skills
- Demonstrates Multitasking skills
Person Specification
Knowledge
Essential
- General administration experience
- Management of electronic diary
Experience
Essential
- Receptionist of administrator in a clinical or care setting
- Experience of dealing with patients on the telephone
Education
Essential
- 5 GCSEs grade A*-C
- IT qualification
Skills
Essential
- Excellent communication skills
- Excellent IT skills
Desirable
- Confident using PAS, Prism or Solus
Other Attributes
Essential
- Demonstrates Team Working Skills
- Demonstrates Multitasking skills
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).