Job responsibilities
Planning and Organisational Duties
Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily duties are completes.
Managing the admin team planning work rotas, annual leave and management of sickness absence
Decision making such as prioritizing work load of the staff to assist with the frequent un scheduled activity or ensuring that extra activity does not compromise the patient care by cancelling and moving patients
Booking and managing all patients for multiple procedures, diagnostics and appointments.
Managing non routine activity such as re-scheduling patients some of which can be more difficult to communicate but provide the best quality of care, managing emergency bookings as well as stand by patients to come in as extra activity
Problem solve and communicate complex information such as changing or cancelling one type of test and replacing it with different types which require different pre assessment needs. This information will be given to the patients who will not necessarily readily appreciate the changes.
Use protocols that requires the patients to stop medication prior to specified diagnostic testing
Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients booking system to maximize activity and prevent breaches.
Communicating with patients as well as multiple teams to ensure pre procedure requirements are completed such as ensuring bloods tests are completes, pre op appointment and fasting or stopping medical therapy are confirmed in line with policies of the department
Co-operate with all disciplines staff of WWL NHS Trust and also our neighboring trusts for the transfer of patient activity
Administration of the patient appointment systems such as creation of templates, changes to appointment letter templates
Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab including other relevant IT Systems. Also to include sharing knowledge and experience in Cardio-Respiratory and Cath Lab administration procedures
Liaising with porters, wards staff and ambulances regarding the transit of patients and arranging necessary transport
Liaison with External sources eg: GPs or Tertiary Centers regarding the post diagnostic or treatment continuity of the patient care .
Advise manager of trends in referral/waiting times for appointments in line with targets.
Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups are arranged as per protocol.
Receive and process mail, referral letters and telephone calls. Advice available from MDTs
Experience in working in a clerical environment with good inter-personnel and communication skills
Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works
Produce reports using Microsoft/Excel applications.
To identify improvements to the service provision of services to the public and manage the implementation.
Oversees running of clinics to ensure they are timely and efficient
Represent the clerical staff at meetings where policy and service development/changes are discussed.
Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
Monitor and record patient flow through the unit.
Participate in the audit of the service by preparing reports of data.
Data input of service/scanning patient results.
Communications and Key Working Relationships
Have a confident, empathetic approach to investigation and negotiate when dealing with occasional; highly distressing situations such as cancelling patients procedures based on the demand of the acutely ill patients.
The necessity to communicate either on the telephone or face to face with various internal and external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff, Directorate Staff, and Solicitors
Good communication and interpersonal skills in order to exchange information with patients who have a variety of barriers to understanding and language, ie use of various language services activated when necessary. On occasion there can be distressing or highly emotional situations that the post holder will be exposed too particularly when the treatment or operation is to be cancelled
To maintain good working relationships with all the disciplines even when there can be barriers to communication
To respect the individuality, values, cultural and religious diversity of clients and contribute to the provision of a service sensitive to these needs.
Responsibility for Finance
To identify deficits in resources required to carry out the job and bring to the attention of the Cardio-Respiratory manager
To be responsible for the monitoring of materials and equipment and maintain stocks.
To organise booking of transport and interpreter services with financial cost to the Service and the Trust.
Responsibility for Human Resources
To maintain personal and professional development to meet the changing demands of the job, participating in appropriate training activities when required.
To participate in clinical supervision sessions highlighting development needs
To comply with annual PDR and appraisal system and to assist in PDR of junior staff
To contribute to the induction of new staff.
Managing the administrations team, planning work rota, annual leave and sickness/absences
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
To participate in and contribute to the training and education of all other staff when required
