administrative assistant Plymouth, England
Job description
The Royal Eye Infirmary is looking for a full time Clerical Officer/Receptionist to join the administration and clerical team in REI reception on a permanent basis. The REI will soon be moving to an exciting new build and are expanding their team to assist with the service.
The successful candidate will be responsible for providing comprehensive cover for our outpatient and inpatient services in an efficient and timely manner, liaising with patients, consultants, nurses, wards, peripheral hospitals, and management with regard to all aspects of the appointments service provided by the Department.
You should have a good level of general education, computer and keyboard skills, good interpersonal skills, an excellent telephone manner and good organisational skills, to which this post will provide a wealth of opportunities to expand and develop.
You'll be joining a large reception team in a fast paced and busy department. We require a positive, approachable, hard-working candidate to join an amazing and dedicated team of 9.
Our trust values are Put people first, Take ownership, Respect Others, Be Positive, Listen, Learn, & Improve
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
This post is part of a professional team working in the Royal Eye Infirmary. The key responsibility of this role is the efficient/accurate administration and reception cover for the outpatient and inpatient services with strict adherence and compliance to the Referral to Treatment Access Policy and APN’s (Administrative Procedure Notes).
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
1. The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Casenote, Information Governance, iPM and Medisoft training.
2. To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
3. To ensure that a firm understanding is obtained of all administration processes in the Referral to Treatment Access policy and APN’s (Administration Procedure Notes) and be able to work to this level. (In house manuals are available for reference).
4. To compile and sort patient clinic attendance sheets and be responsible for checking that clinics have been received into Reception.
5. To receive and welcome patients and relatives to the department and direct to appropriate waiting area.
6. To ensure the In Touch system is kept up to date for when patients arrive using the Self Check In Kiosks in the reception areas.
7. The post holder would have direct patient contact and therefore may come into contact with unpleasant working conditions, due to patients being ill or injured. The post holder would also need empathy and tact to deal with patients that may be anxious, angry or upset.
8. To ensure the patient’s details are up to date on both the computer system and update front sheet and labels of Health Record Folder notes as necessary.
9. To admit and discharge patients who are attending for minor or day case operations adding the appropriate procedure code where necessary.
10. To ensure that patients not eligible for treatment in the hospital complete the appropriate process e.g. overseas visitors.
11. To endeavour to accommodate follow up patients that arrive without an appointment that request to be seen once agreed with nurses/clinician. If patient has not been referred into the hospital advise patient to see their GP.
12. To make follow up appointments within six weeks according to the consultant requirements and clinic booking rules.
13. To add patients to the follow up waiting list when the appointment is needed over six weeks.
14. In compliance with the Referral to Treatment Access Policy ensure all follow up appointments and follow up waiting list entries have the relevant RTT code added to iPM.
15. To record the appointment outcome onto iPM system within 24 hours of appointment and input procedure code for the procedure that has taken place during the patient’s consultation.
16. To refresh iPM ‘Day Clinic View’ regularly to identify any missing outcomes. This needs to be completed several times a session to ensure each clinic is ‘Cashed up’.
17. To chase any DNA/Outcome forms during each session to ensure that data is recorded on iPM correctly in accordance with the Referral to Treatment Access Policy.
18. To deal with telephone and verbal enquiries from patients, relatives, consultants, other departments and GP practices in a courteous manner, seeking advice when required.
19. Adding patients to Consultants Inpatient/Daycase waiting lists as identified on the completed outcome form, including procedure, theatre time, RTT code and length of stay as agreed.
20. To assist patients with any queries relating to Hospital Transport.
21. To request and prepare patient notes when required and ensure completed in appropriate timeliness.
22. Tracing in and out all patient casenotes within the department.
23. To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged patient casenotes.
24. To ensure that an individual performance review is obtained from the supervising line manager on an annual basis.
25. To assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
26. Provide support to other admin areas within the Royal Eye Infirmary in the event of sickness, annual leave or vacancies.
27. To provide administrative support alongside the nursing team when the needs of the service require this.
28. To answer the Urgent Care phone obtaining the patient information & liaising with the Triage Nurse ensuring the appointment details are recorded/updated on IPM.
29. To prepare patient packs for use in Urgent care.
30. To upload Urgent Care information on Medisoft.
31. To ‘Meet and Greet’ patients as and when required.
32. Reception hours range from 07:00 to 18:00 Mon–Fri and 08:00 to 16:00 Sat/Sun/Bank Holidays which are covered on a rota basis.
