Orthotics Administrator

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Reception

1. Act as first point of contact for the department, receiving booked patients for clinics and walk-in patients from the rest of the hospital.

2. Liaise with Orthotist on category of patient and whether they need to be seen urgently; if not urgent, advising patients of triage system for referrals and waiting list as per department protocol.

3. Receive orthoses from patients for adaptation or repair, establishing patients identity using orthotic in-house computer systems and hospital SEMA. Ascertain

work that needs to be carried out, liaising with departmental workshop if work needs to be carried out straight away.

4. Following departments protocol on patient allowances and advising patients when they are exceeding their allowance and ascertaining whether the patient wishes to pay. This involves using acquired knowledge and working on own initiative. Pulling patient records to go with orthoses using department tracer system. Filling in appropriate paperwork for private patients following dept protocols.

5. Receive requests from wards for Orthotists ward rounds, register patients on orthotic system, make up patient notes, communicate request to Orthotists and book patients appropriately into the clinic taking into account clinical urgency.

6. Issue orthoses to patients who do not require appointments to see Orthotist and complete patient records accordingly. Complete and process prescription forms for certain orthoses that require a government based prescription charge to be paid.

7. Issue repeat stock items to patients and hospital staff from agreed stock list with Principal Orthotist, and first issue under supervision of Orthotist. Giving patients general advice regarding wear and replacement as department protocol.

8. Receive company sales representatives, taking details as necessary for future contact and protect Orthotists from being disturbed during clinical time.

9. Exchange information with patients and staff for appointments, waiting list enquiries and progress of orthoses by telephone and email.

10. Input referral details and process patient appointments using the Sema Helix patient administration system.

11. Process follow-up appointments for patients to be fitted with orthoses.

12. Reduce, cancel and reschedule Orthotic clinic sessions as required in conjunction with Principal Orthotist.

13. Be responsible for the day to day organisation of a patient record and filing system

14. Record Orthotic in-patient activity daily and prioritise with the Orthotist

15. Book patient transport, as appropriate.

16. Authorise receipt of daily Orthotic delivery from RJAH Orthopaedic Hospital

17. Order, record delivery of, sort and monitor Orthotic stock

18. Post required patient appliances to GP practices for collection; record despatch order and date.

19. Inform relevant referring consultant by letter of patients who have not attended specified consultation appointments for 2 consecutive clinic dates.

20. Type letters to consultants and GPs dictated by the Orthotists.

21. Inform the Orthotist of orthoses brought into the department by patients for modification and repair.

22. Liaise regularly with RJAH Orthotic Department and Despatch at RJAH to query, chase up outstanding orders.

23. Prep clinics, assembling orthoses, referrals and notes according to the computerised list ensuring everything is ready for the Orthotists and taking necessary action chasing orthoses, cancelling/postponing patients when orthoses have not been received.

24. Dealing with telephone enquiries from patients regarding appointments and expected delivery dates.

25. Dealing with incoming mail, sorting, distributing and acting on as required.

26. Work pattern is variable with constant interruptions due to telephone enquiries, face to face contacts with patients collecting and dropping in orthoses.

27. Issuing stock orthoses to AHPs and consultants.

Despatch

28. Light manual handling protocol needs to be followed when moving deliveries from area to area as goods are processed through system and a part of the job involves a combination of standing, bending and lifting.

29. Organise deliveries and collections of orthoses, liaising with courier companies, manufacturing companies and other hospitals within the SLA agreement. Keep hard copy records and computer records of outgoing goods for traceability.

30. Pack goods for general postage ensuring safety of goods if breakable, i.e. plaster casts, to manufacturing companies.

31. Correctly pack and post goods to patients and record on computer and hard copy for traceability.

32. Assemble orthoses and referrals according to computerised clinic list, ensuring all orthoses ready for Orthotist and taking necessary action, i.e. chasing orthoses, cancelling/postponing patient if orthoses not ready.

33. Deal with telephone enquiries from patients regarding appointments and expected delivery dates.

34. Communicate with manufacturing companies regarding queries on orders, incorrect receipt of orthoses, return of orthoses and individual return policies.

35. Liaise with colleagues within department and other hospitals within SLA agreement regarding delivery times and receipt of goods.

Orders

36. Register new patient refferals onto SEMA

37. Check and update details of current patients.

38. Distribute inputted orders following office procedures, highlighting urgent orders where necessary, and pass on copies of private patient orders for invoicing.

General Duties

39. Clinic preparation for orthotic clinics preparing case notes for new patients, pulling information from other hospital systems and retrieving case notes from filing using departmental tracer system.

40. Filing department case notes and maintaining system.

41. Use and day to day maintenance of standard office equipment, e.g. computer, photocopier, fax machine.

42. Deal with incoming mail, i.e. date stamping, sorting, distributing and acting upon as required.

43. Training and supervising junior administration staff and new Orthotists in office procedures.

Extra Duties

44. Maintain and update SEMA GP details and check all patients are covered against block contract for treatment. From GP codes high light any patients who require application of individual funding prior to appointing.

45. Collect prescription forms, i.e. WF1 and HSA5, ensuring details are completed and forms signed. Record which are liable to pay, which are exempt and despatch to Trusts General Office for invoicing.

46. Responsible together with Director of Orthotics for discussions regarding out of area referrals and funding, as departmental protocol.

47. Download and print clinical photographs for Orthotists when required.

Person Specification

Qualifications/Training

Essential

• Good general education to GCSE level, especially English and Maths
• NVQ 2 in Business Administration or equivalent NVQ 3 in Customer Care or equivalent Certificates

Experience

Essential

• Significant experience of administration work in a healthcare environment. Experience of working in an Orthotics Department

Skills and Competencies

Essential

• Ability to work without supervision. Able to work on own initiative and under pressure
• Able to work within a multidisciplinary team
• Good communication skills. Written, oral and electronic
• Diligent, paying attention to detail.
• Calm under pressure; able to exercise tact and discretion where necessary
• Experience of lone working

Knowledge (including specialist or technical knowledge required)

Essential

• Good working knowledge of Microsoft Office, including Outlook, Word and Excel Knowledge of Sema Helix Ability to generate reports from databases

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).

Employer details

Employer name

Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust

Address

Princess Royal Hospital and Royal Shrewsbury Hospital

Apley Castle

Telford Shrewsbury

TF1 6TF

Employer's website

https://www.rjah.nhs.uk/ (Opens in a new tab)