Clinical Services Administrator

Job description

Job responsibilities

Job Role:

The post holder will provide effective administrative support to the Hospice's Clinical Team under the guidance of the Head of Clinical Services.

Duties & Responsibilities:

• Provide digital support and in-house patient database / EMIS support and advice, secretarial and general office support to the clinical team with limited cross cover with Family Support Team administrators during times of leave.
• Receive and respond appropriately to telephone and email enquiries, using personal initiative and remembering with sensitivity the patient / family group supported by the Hospice.
• Undertake an EMIS administrator role which includes setting up and maintaining caseloads, creating templates, and waiting lists, scanning documents and support & guidance to clinical staff in the use of EMIS.
• Work with the clinical team to produce and send all required clinical correspondence for patients, GPs and other health care professionals as required.
• Work with the Clinical Nurse Specialist (CNS), contributing to diary management and supporting the day-to-day organisation of the outpatient clinic; this includes booking appointments and correspondence.
• Provide limited secretarial support for the CEO as necessary relating to clinical matters i.e., writing to GPs and the wider teams as requested.
• Provide general secretarial support for the clinical team.
• Prepare and take minutes of meetings within the Primrose Hospice, always maintaining strict confidentiality:

1. Clinical Governance Committee
2. Clinical Team/Nurse meetings
3. Audit Group
4. Quality meetings when required
5. MDT meetings

• Work with the Data Compliance Officer to set up administration for developing services to ensure efficient service, data collection and data quality for the Clinical Team.
• Provide a limited amount of cross cover to the Volunteer Manager role during times of leave particularly in relation to the organisation of volunteer transport for the Day Hospice.
• Obtain and enter onto EMIS additional information as required by the Clinical Team this may include, lists of current medication, clinic letters from GP surgeries and any hospitals outside of area at point of referral.
• Set up and monitor Gold Standard Framework (GSF) and MDT meetings for the Clinical Team, liaising with GP surgeries and record activity figures.
• Co-ordinate student placements, being a central point of contact and ensuring students have the required information prior to attending Primrose Hospice.
• Check the accident folder and give a report on clinical accidents to the Head of Clinical Services prior to Clinical Governance meetings.
• Maintain electronic folder for Risk Assessments and Audits, monitor and keep assessments and audits electronically. Co-ordinate updates of risk assessments and audits within required timescales.
• Support the IT process for new and leaving staff members including requesting (or closing) email accounts and access to clinical systems, liaising with external agencies as required.
• Work with the clinical team to ensure accurate data is collected to demonstrate the impact of services provided to include clinical coding relating to diagnosis and patient demographics.
• Run off weekly death list (over a 2-week period) from EMIS and forward to Fundraising for their Donorflex database.
• Order stationery as required for the clinical team.
• Update folder regarding compliments, adverse comments and complaints and prepare for the Board.
• Update drug and equipment alerts schedule and embed documents.
• Monitor shared email account:

1. Forward drug and equipment alerts to Head of Clinical Services
2. Forward referrals to Family Support (FS) coming in through shared email
3. Notify referrer referral passed to FS team
4. Make Clinical Services Team aware of clinical referrals to that service

• Attend IT meetings when required for input and providing advice.

General tasks:

• Work flexibly across Clinical Services and support other colleagues across departments relating to any patient queries.
• Ensure all written and verbal communication is constructive, effective, accurate and documented following Hospice procedures.
• Work and communicate effectively with internal and external stakeholders.
• Identify own learning needs both independently and through the annual appraisal process.
• Work with and support volunteers.
• Take personal responsibility for attendance at annual mandatory training sessions and ensure that mandatory training is completed and updated in a timely manner.
• Act as a role model, demonstrating positive attitudes and behaviour at all times, and supporting some activities beyond clinical services (e.g., fundraising initiatives and events).
• Take responsibility for own professional development, including keeping up to date with relevant professional issues.

Person Specification

Experience

Essential

• Minimum of 2 years secretarial experience including a full range of general office duties.
• Knowledge of medical terminology.
• Good working knowledge of Microsoft Office especially Word, Excel & Sharepoint.

Desirable

• Working in a medical setting e.g. medical secretary/receptionist.
• Knowledge of patient record system e.g. EMIS Web.
• Understanding of the hospice environment.

Qualifications

Essential

• Word processing/typing to RSA II or equivalent.
• GCSE Grade C (or equivalent) in English.

Desirable

• Word processing/typing to RSA III or equivalent.
• Medical Secretary qualification.

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

Primrose Hospice

Address

St Godwald’s Road

Bromsgrove

B60 3BW

Employer's website

https://primrosehospice.org/ (Opens in a new tab)