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Job description

As part of a small team, the post holder will provide a professional, confidential and effective administrative support service to the Neurophysiology dept. including Clinical Physiologists and Consultant Neurophysiologists.

Reporting to the Diagnostic Service Manager, the post holder will be a key point of contact for Neurophysiology colleagues and will be expected to be diplomatic, have excellent communication skills, display a good telephone manner and be able to respond in a calm, patient and professional way.

The post holder will be expected to work flexibly in the Neurophysiology Department, in the administrative office and on the reception desk cross covering secretarial and appointment clerk roles when required

• Process all relevant mail and referrals (including e-mails) on a daily basis in line with Trust procedures and targets.
• Record and amend patient data on the Patient’s Administration System (PIMS), 18 week wait information and other systems in line with Trust Policy.
• Record and amend patient appointments on CRIS/EPIC system ensuring that all referrals are booked within 6 weeks of receipt
• Accurately and appropriately update and maintain EPR as required with Neurophysiology reports.
• Carry out designated secretarial duties unsupervised, seeking advice as appropriate.
• Exchange confidential, sensitive or contentious information with clinical staff / patients in a manner appropriate to the specific circumstance
• Set-up, amend and cancel clinics in a timely and accurate manner on CRIS/EPIC in liaison with relevant administrative and clinical staff and in line with departmental procedures and service requirements.
• Maintain an accurate audit trail for all referrals, appointment amendments and clinic amendments.
• Assist in the preparation of Medical notes for clinics and perform audits as instructed by the line Manager.
• Advise the line manager of any capacity issues which may negatively impact on waiting times and service delivery.
• To provide a secretarial service to Senior Clinicians including processing of transcription from external source and uploading to EpR/EPIC systems ensuring at all times accurate entry of all data

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

The trust-wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King’s to another level.

RESPONSIBLE TO: Neurophysiology Admin Manager

JOB SUMMARY

As part of a small team, the post holder will provide a professional, confidential and effective administrative support service to the Neurophysiology dept. including Clinical Physiologist and Consultant Neurophysiologists.

Reporting to the Diagnostic Service Manager, the post holder will be a key point of contact for Neurophysiology colleagues and will be expected to be diplomatic, have excellent communication skills, display a good telephone manner and be able to respond in a calm, patient and professional way.

The post holder will be expected to work flexibly in the Neurophysiology Department, in the administrative office and on the reception desk cross covering secretarial and appointment clerk roles when required

MAIN DUTIES AND RESPONSIBILITIES

Service Delivery

• Process all relevant mail and referrals (including e-mail and faxes) on a daily basis in line with Trust procedures and targets.
• Record and amend patient data on the Patient’s Administration System (PIMS), 18 week wait information and other system in line with Trust Policy.
• Record and amend patient appointments on CRIS system ensuring that all referrals are booked within 6 weeks of receipt
• Accurately and appropriately update and maintain EPR as required with Neurophysiology reports.
• Carry out designated secretarial duties unsupervised, seeking advice as appropriate.
• Exchange confidential, sensitive or contentious information with clinical staff / patients in a manner appropriate to the specific circumstance
• Set-up, amend and cancel clinics in a timely and accurate manner on CRIS in liaison with relevant administrative and clinical staff and in line with departmental procedures and service requirements.
• Maintain an accurate audit trail for all referrals, appointment amendments and clinic amendments.
• Assist in the preparation of Medical notes for clinics and perform audits as instructed by the line Manager.
• Advise the line manager of any capacity issues which may negatively impact on waiting times and service delivery.
• To provide a secretarial service to Senior Clinicians including processing of transcription from external source and uploading to EpR system ensuring at all times accurate entry of all data

Customer Service

• Respond effectively to telephone communications in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary.
• Communicate all relevant information to patients and ensure that they receive adequate notice of their appointments and any subsequent amendments.
• Communicate all relevant information about changes to clinics and patient appointments to other staff within the Division, including clinic receptionists, medical secretaries and clinical staff as appropriate.

Teamwork

• Work as part of a team to ensure that both team and individual performance targets are met and maintained.
• To liaise with the Line Manager to ensure that they are aware of any potential problems with the clinics.
• To assist in the maintenance of the filing system of hospital records held within the clinic area and to undertake any audits that are required.
• To help with the training of new members of staff within the department.

General

• The post holder has a general duty of care for their own health, safety and well being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
• To observe the rules, policies, procedures, and standards of King’s College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
• To observe and maintain strict confidentiality of personal information relating to patients and staff.
• To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

About King’s College Hospital NHS Foundation Trust

CEO: Roland Sinker
Revenue: $5 to $25 million (USD)
Size: 5001 to 10000 Employees
Type: Hospital
Website: www.kch.nhs.uk
Year Founded: 1999