Job responsibilities
Job Purpose
To be the lead administrator to the Foot Health Services Home visiting team. To provide a professional, customer centred service to patient accessing Foot health department. Manage patient appointments, handle administrative tasks, and ensure smooth communication within the team and with patients. Strong organisational skills and communication are essential. To deputise for the Foot Health service administrator.
Key Result Areas & performance
1. Reception Area
First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
To register patient details on RiO ensuring a high level of data accuracy.
To add referrals and discharge on RiO as required.
To deal with written and telephone enquiries for the department as appropriate.
To book follow up appointments as required
To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.
Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
Attend additional training as required and assist new staff with training.
On occasion to manage potentially aggressive, verbally abusive visitors to the department which must be dealt with appropriately following agreed procedures and protocol.
To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
To direct commercial and other visitors to the right department ensuring that the relevant people are notified.
To keep up to date record of staff and visitors movement in & out of the ward in line with Health & Safety procedures.
Manage tidiness and appearance of reception/office.
To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the podiatry directly to arrange where/when the patient needs to be booked.
To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.
Get the Family and Friends Test completed.
2. Ordering, Receiving and Despatching Goods
Order all stock for services within site as relevant.
Maintain skills in ordering on SBS system.
To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
3. General Administration/Clerical
To manage generic mailbox for domiciliary service throughout the day
To take messages ensuring complete confidentiality in accordance with Trust policy.
General filing duties as required.
Accurate data entry.
Ensure all notice boards are up to date and tidy in consultation with Podiatry Leads.
Provide cover for the above duties across all sites as required.
To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
Maintain confidentiality at all times.
To book translators when requested by clinicians ensuring they are given a relevant code for the service.
To be aware of existing processes and offer suggestions for improving services.
Take minutes as required.
Any adhoc typing required, i.e. letters etc.
Ensure all Mandatory training is undertaken in a timely manner.
Any other equivalent duties consistent with the level and purpose of the post.
Department Specific
To organise domiciliary caseloads in Podiatrist absence/vacancies
To record temperature of COSHH cupboard daily
Responsible for helping ensure all foot health staff sign in and out items such as laptops, cameras.
Responsible for the designation of foot health departments pool cars. Ensuring new staff and agency are registered for use and are aware of the guidelines on usage of pool car.
Responsible for supporting maintenance of pool cars with lease company and arranging monthly valet.
Provide appropriate domiciliary bookings using area location codes in turn reducing unnecessary travel and expense.
Responsible for maintaining interactive worksheet (database) of all home visiting patients (including nursing/residential care homes) ensuring risk categories and review dates are appropriately inputted to ensure patients receive appropriate treatment and follow up appointments.
To escalate to relevant line manager / Deputy Head of service capacity and waiting list issues that require urgent action.
Partnerships:
Internal:
External
Service Administrator
Podiatrists
Deputy Head / Head of Podiatry
District Nursing
Secretaries
Multi-disciplinary Teams
Medical Staff
Nursing Staff
Medical Staff
Allied Health Professionals
General Managers
Service Managers
Medical Secretaries
Bereavement office
Medical Records
Pharmacy
Security
Patients / Carers
Social Services
GPs
Care Homes
Other NHS Trusts
Care agencies
