Job responsibilities
Job description
The key role of the Office Manager is to co-ordinate all office tasks escalating issues to the Clinical HOD and CBMS. This requires ensuring that there are adequate levels of staffing present to be able to carry out the required duties.
Office tasks relate to:
Booking in of specimens into laboratory information management systems (LIMS) and Trust information systems (e.g EHR / ICE)
Typing all correspondence and composing letters for referrals.
Transcribe dictated histology/non-gynae reports (audio typing). This requires extensive knowledge of all medical terminology. Inserting photographs into diagnostic reports.
Transcribe patient data from request forms adding to ICE.
Extensive use of ‘The Spine’ and COSMIC whilst booking on system.
Merge duplicate entries. To interrogate duplicate information and action accordingly. Check data has transferred to local cellular pathology system taking corrective actions as necessary if it has not.
To answer queries from patients, managers and medical staff on a one to one basis and over the telephone, always taking the appropriate action as required.
Responsible for overseeing that all cellular pathology request forms and data forms are filed correctly.
Transcribe dictated legal documentation of Post Mortems. Correlate all results if awaiting toxicology, histology or microbiology results and ensure they are sent to Coroners Office.
Generate a daily cancer list so all MDT coordinators can add them to MDT.
Ensure all MDT’s are organised with the relevant reports, informing Pathologist if a report is not ready.
Maintain register of all private patients’ specimens (used for audit purposes).
Keeping a diary of inquests ensuring PM reports are ready.
Ensure completion of ECRIC/COSD forms as part of the departments responsibility to submit accurate data on all cancers.
Staffing:
Assist CBMS with selection and retention of Office staff. Carry out regular performance reviews of office staff and ensure they all have an appraisal.
To manage and action Annual Leave requests of all Office Staff on the trust electronic system.
Carry out staff appraisals for all Office Staff.
Carry out sickness management of Office Staff.
Supervise new staff during training.
HTA:
As person designated (PD) liaise with designated individual regarding Human Tissue Authority issues (HTA) ensuring audits are carried out monthly for tissue taken at PM and that the Department received the disposal wishes of the family.
As an HTA PD to act within the HTA team providing support to ensure compliance is maintained for licensable activities.
As an HTA PD to attend HTA meetings and provide updates on office progress and compliance for patient wishes and communication of storage requirements with the laboratory.
As an HTA PD to ensure correspondence is maintained with the Coroner’s office ensuring that disposal records have been updated and provided to the Coroner.
Quality and UKAS:
Use of the quality management system (Qpulse) to manage Standard Operating Procedures (SOP’s) and have the authority to advise on procedures not yet covered by SOP’s.
To comply with the documented SOPs and ensure training and compliance of all office staff members.
Ensure compliance with good working practices required for the standards of ISO15189:2012, taking part in audits to ensure SOPS are kept fit for purpose and in line with achieving compliance.
Referrals:
Management and tracking of requests made for referral cases. Liaise with external providers to ensure cases progress can be documented.
Produce referral letters and referral paperwork for internal processing of referrals.
Liaise with lab to ensure correct diagnostic material is provided to referral site.
Liaise with cancer services for specialist referral cases and test requests.
Booking of couriers and/or recorded delivery systems as appropriate.
Receiving reports
Booking in cases returned from external providers.
Uploading of received referral reports and ensuring Consultants are made aware in order that these can be validated.
General:
Overseeing the maintenance of office supplies ensuring re-ordering is done on a monthly basis.
Participation in meetings as required, including delivery of reports as required. Meetings include but are not limited to general office meetings, consultant meetings, HTA meetings, department management meetings and service improvement meetings. Participation in closure of actions arising from meetings e.g Breast HER2 service meeting and Annual Management Review (AMR).
Support Consultant workload allocation system including monitoring cases in the pull system (awaiting reporting).
Support minute taking where appropriate.
Observe Trust and Department Health and Safety and Manual Handling policies at all times.
Attend mandatory training courses.
To act independently and be responsible for own workload and scheduling of own workload, working to tight deadlines.
Use a wide range of software tools for both office productivity and Trust systems.
To answer telephone queries in a helpful manner, with the restriction that results are not given to the patient.
To maintain the confidentiality of patient data.
This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and the manager. All duties must be carried out under supervision or within Trust policy and procedure
