administrative assistant Oxford, England
Job description
To provide a comprehensive administrative support service to the Outpatients service. To provide excellent customer facing service at all times at reception areas. To manage the referral and triage administrative process for E-Referrals. To provide clinic prep services to all clinics within the department.
1. Implement policies and procedures to maintain efficient department/office and filing systems to facilitate the smooth running of the administrative services.
2. Support with the letter generation process to type letters as required.
3. Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain basic medical procedures.
4. Preparing the notes for clinics, including front sheets and referral letters and delivering the trolley to the Outpatient Department as necessary.
5. To maintain case note tracking on the Patient Administration System (EPR).
6. Updating patient details and viewing events using Patient Administration Systems (EPR). Registering patients and making up new case notes as necessary. This may include providing reports, as and when necessary.
7. Ensuring that clinic letters are sent out promptly.
8. To liaise with other departments as required.
9. Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient medical reports, in either paper or electronic record systems.
10. Work independently making decisions within own role with minimum supervision.
We are looking for a self-motivated, enthusiastic individual to join us as a Admin Assistant working in the Renal & Transplant team.
This is a varied & busy role that would suit someone who is able to work on their own initiative but also as part of a team.
There is plenty of opportunity for learning & development both within the role & the service as a whole.
Renal & Transplant is a large acute service with many areas & units that require admin support.
This post is crucial to the on-going development of the service and would suit a candidate who has excellent organisational and communication skills with a background preferably within the NHS although this is not essential.
You will be expected to liaise with staff and colleagues at all levels. You will have proven administration & customer service skills with the ability to prioritise and manage your own workload to tight deadlines.
You will need to demonstrate initiative and flexibility in your approach and be able to work in a pressurised and busy environment.
- Liaise with multidisciplinary team to assist the prioritisation of clinical procedures
- Book procedure arrangements into EPR and other systems at times appropriate to individual patient request, clinical priority and procedure & electro-medical equipment availability.
- Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys for multiple procedures.
- Communicate politely and effectively enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients or imaging services.
- Convey any changes to appointments sensitively with clear explanations for movement.
- Maintain high levels of customer service at all times delivering compassionate excellence
- Provide appropriate information and instructions to patients and carers and healthcare staff regarding a range of cardiac physiology clinical procedures.
- Enter relevant clinical and demographic information into clinical database system (Datacam/Solus) or other PC based systems (E.G. Microsoft Access/Excel).
- Sorting incoming post and taking appropriate action
- Use knowledge of National and local waiting-time standards and liaise with clinical staff to ensure breach does not occur.
- Use appropriate EPR functions to locate and list patient appointment arrangements.
- Arrange patient transport/translators where appropriate in line with Trusts protocol.
- Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner.
- Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
- Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic
- Provide full clinic preparation for patient notes. Liaising with medical records and staff within the hospital to ensure that all notes and referral letters are available for clinic at least 24hrs before clinic, including all necessary information for the appointment (last letter, diagnostic results)
- Print and deliver for review all outpatient referrals from GP’s on the E-Referral system, working with clinical teams to ensure that timely triage of these referrals is undertaken. Booking all diagnostic tests requested in line with the clinic rules, patient needs and Consultant requirements.
- Using the hospital EPR system to obtain and returning health records for authorised users from various departments within the hospital.
- Tracing and filing medical reports and results, ensuring that these are recorded and filed promptly and properly within patient files.
- Assist in Audit note retrieval. Booking and return of notes to records
- Contribute to the development, maintenance and implementation of local policies and operating procedures.
- As necessary and appropriate, demonstrates skills to junior administrative/clerical and clinical staffs.
- Assist with the maintenance of stock control for stationery and other relevant consumables used in Clinical Unit
- Contribute to the development and implementation of patient and staff surveys
- Sending out of medical correspondence to GP’s, patients, other hospitals etc. File office copies in patient notes and office systems.
- Participating in all mandatory training including all training regarding 18wk patient pathways management.
- Participating in the training of new and temporary staff.
- Maintaining filing system and other general ad hoc office management procedures.
- Maintaining confidentiality of all patient information.
- Promoting and maintaining personal and team development.
About Oxford University Hospitals NHS Foundation Trust
CEO: Dr Bruno Holthof
Revenue: $100 to $500 million (USD)
Size: 10000+ Employees
Type: Hospital
Website: www.ouh.nhs.uk
Year Founded: 1980
