Emergency Department Administration Team Assistant

Job responsibilities

Key Result Areas:

Reception and Ward Clerk Duties

First contact with members of the public entering the department via reception;

Using VDU for the computerised booking of all patients requiring treatment in ED, ensuring all personal information is obtained and accurate;

To make appointments and referrals on behalf of ED when needed;

To input all relevant data to outcome all patient attendances;

Maintain the filing and scanning systems relating to the ED Casualty Cards and other clerical duties

Ensure admissions and discharges are entered onto Lorenzo in real-time.

Maintaining and updating information required on Digit where necessary.

Facilitate good communication between all members of the team and other staff within the Trust and outside the Trust, including police, ambulance staff, GPs and CCG;

Implement manual process for computer down time;

Follow the correct procedure for overseas patients, completing all relevant forms;

Maintain in-patient Lorenzo system for the ED Observation Unit;

Assist with filing in the Observations Unit if required.

Answering telephone queries in a polite and efficient manner;

Booking ambulance crews clear in a timely manner using CAD online system;

Chase up diagnostics and results with relevant departments;

Maintain filing and scanning systems relating to casualty cards and other clerical duties;

Bleep porters, domestics, medical staff as required;

Book ambulances and transport as required;

To actively participate in the collection of data for I Want Great Care obtaining patient/relative feedback on a shift basis to ensure that their views are included within the development of the service.

Supporting the Emergency Department staff as needed.

To liaise directly with other units/departments to give or obtain information, including the reporting of maintenance or supply problems.

To participate in the planning towards changes in work methods including team working and to work within new systems once agreed.

Administration and Coding

To ensure that clinical information is coded accurately and entered onto Lorenzo in line with Trust policy.

To input ED data accurately and to provide robust and safe data storage systems.

To review and analyse data and identify errors where appropriate to resolve queries.

Response to requests for data reports from both within the department and other managers and to communicate effectively with all disciplines of staff.

Communication

Communicate at all times in a polite professional and courteous manner, maintaining confidentiality at all times;

Facilitate good communication between all members of the team and other staff within and outside the Trust including police, ambulance staff, GPs and CCG;

To have direct contact with patients, relatives and other members of the public at reception, being sensitive to their needs;

Write and/or deliver messages to appropriate staff within the department;

To be able with situations that involves violent and aggressive patients/visitors;

To locate inpatients for visitors and direct patients and visitors to other areas of the hospital;

Receive and report sensitive information.

Departmental Systems

Monitor computer equipment, reporting any problems in a timely manner to the relevant departments.

Qualifications

Essential

• GCSE or equivalent in Maths and English at Grade C or above
• RSA or NVQ Level 3 or equivalent

Experience

Essential

• Experience of reception duties
• Significant experience working with the public
• Understanding of data confidentiality
• Understanding of clinical coding or willingness to learn

Desirable

• Previous experience of working within a healthcare environment
• Experience of using the electronic patient administration system - Lorenzo

Skills

Essential

• Excellent IT skills and experience in the use of Microsoft Office suite including Word, Outlook and Excel.
• Accurate and advanced keyboard skills
• Excellent interpersonal and communication skills both written and verbal
• Excellent customer service skills
• Ability to work under pressure and prioritise own workload

Desirable

• Knowledge of the Trust's policies and procedures

Personal Qualities

Essential

• Tactful and diplomatic
• Adaptable and flexible
• Organised, professional and punctual
• Ability to work and communicate with people at all levels
• Team player
• Ability to concentrate for prolonged periods
• Ability to deal with unpredictable workload and frequent interruptions
• High degree of discretion and initiative
• Good attention to detail
• Awareness of own limitations
• Able to work independently and as part of a team
• Positive approach to change
• Able to work with staff at all levels within the Trust
• Demonstrates a high level of personal motivation
• Able to work to tight deadlines in a busy environment

Other Job Requirements

Essential

• Good personal presentation
• Flexibility in working hours, including unsocial
• Ability to occasionally travel to other sites within the Trust.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).