Admin Clerk

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Communication and relationship Skills

Meet and greet visitors into The Christie at the Oak Road reception.

Responsible for the retrieval of outside notes and films and reports as requested.

Monitor the Health Records email inbox from internal staff and action emails accordingly.

Communicate with patients who maybe anxious, angry, or upset

Support any staff members that come to the library to retrieve notes and guide them to the correct location

Responsible for supporting all administration staff with daily tasks particularly during peaks in workload.

Ability to respond positively to frequent interruptions and unplanned changes during the working day

Work as part of a team.

Analytical and Judgmental Skills

To liaise with other departments/hospitals/any other agency as required ensuring all telephone enquiries are dealt within an efficient and confidential manner

Prepare case notes for outpatient clinics a day in advance and track them to appropriate department.

Retrieve case notes from file that are eligible to be sent to offsite storage and ensure they are accurately tracked on Careflow.

Amend and update the patient administration systems with any notified changes to patient details [ e.g., patient address, death] Regular and routine filing of the case notes in the medical records libraries which house over 150,000 items.

Use CWP and Careflow to merge duplicate patient records.

Input and analysis of relevant patient data on a range of systems and web portals

To deal with requests for copy notes from Hospices and other hospitals

Planning and Organisational Skills

General maintenance of individual case notes by filing loose reports, letters, and results into appropriate sections, and separating by sections to create new volumes as appropriate.

Collate and disseminate all incoming and outgoing correspondence appropriately.

To identify personal training needs and actively participate in the development of appropriate training sessions. To attend training sessions run by the core Health Records team and other appropriate courses, as required.

Physical Skills

To be responsible for updating the hospital case notes tracking system, making sure that the location of case notes is accurately recorded at all times.

Use the tele tracking system to arrange for porters to transport patients to appointments.

Receive skinny notes back from the wards and file all relevant paperwork into patient case notes appropriately

Maintenance of Library, ie, movement of files to appropriate storage areas and ensuring tidiness of shelving including culling within the local policy.

Responsibility patient /client care

Sign post and direct patients to the correct departments for their appointment.

To contact patients by phone with regard to their appointments and to annotate case notes where necessary.

Responsibility policy and service development

Follow all relevant policy legislation.

Work collaboratively with colleagues to ensure policies are adhered to.

Responsibilities human resources

To provide induction/support to new post holders.

Demonstrate workplace routines to less experienced member of staff.

Freedom to Act

Post holder is expected to follow all relevant protocols, SOPs ,and standard practice.

Administrative manager is available as point of reference for any queries and will meet regularly with staff

Plan and organize own time to solve problems=s and answer staff and patients enquires.

To work collaboratively with staff and patients to comply with legislative requirements and best practice in acknowledgement of managing diversity, equal access and equal opportunities.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

Person Specification

Qualifications

Essential

• Secondary-level education GCSE Math's and English at C-grade above, or equivalent

Desirable

• Evidence of further development
• NVQ Level 2 or equivalent

Experience

Essential

• Previous administrative and clerical experience

Desirable

• Previous administrative and clerical experience in a hospital environment

Skills

Essential

• Good communication skills
• Basic IT and keyboarding skills
• Ability to prioritise workload
• Ability to work as part of a team
• Willingness to provide cover across other central admin areas
• Excellent telephone manner
• Attention to detail and accuracy
• Ability to work under pressure
• Ability to use own initiative

Desirable

• Knowledge of medical terminology

Knowledge

Essential

• Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers

Desirable

• Basic knowledge of medical terminology

VALUES

Essential

• Ability to demonstrate the organizational values and behaviours

OTHER

Essential

• Ability to work unsupervised or as part of a team
• Flexible and pro-active approach
• Good time management skills
• Self- motivated and enthusiastic

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

The Christie NHS FT

Address

Central Administration - E00040

Wilmslow Road

Manchester

M20 4BX

Employer's website

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