Job responsibilities
To
ensure the provision of an efficient and effective administration service to
support the delivery of clinical services to patients.
The
post holder will provide managerial support to administrative and clerical
staff on relevant sites within the Trust. They will be responsible for the
day to day operational management of patient administration and access
services for the Clinical Service Unit (CSU). The post holder will ensure the
provision of a highly effective patient administration service within the
CSU. In addition, they will ensure appropriate systems are in place to enable
the CSU to achieve patient access targets. They will also provide support and
advice on patient administration/access related issues to core members of the
CSU.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
STAFF
MANAGEMENT
1. Provide leadership, management and
supervision to the patient administration team within the CSU.
2. Establish robust communication
systems with all staff, ensuring that supervisory staff conduct regular,
effective team meetings.
3. Lead the recruitment and selection of
patient administration staff within the CSU. Ensure systems are in place for
induction and orientation of new staff.
4. Undertake staff appraisals and
compile personal development plans in accordance with trust policy. Provide
support for staff in undertaking continuing personal development
opportunities.
5. Implement trust attendance management
policy and maintain records for all staff. Manage staff annual leave,
sickness absence, capability and staff grievances with support as required.
6. Ensure that all members of staff work
co-operatively with staff within and outside the CSU to ensure delivery of a
high-quality service.
7. Take a lead role in reviewing and
implementing new systems to ensure that the both the clerical team and
medical secretariat function effectively.
8. Ensure that both an effective working
relationship and good communication is maintained between all grades of
staff, promoting positive morale within the team through mutual co-operation.
9. Establish and maintain effective
training plans to ensure that staff follow correct policy and procedure and
respond to developments in the service. Ensure that staff are able to use
electronic patient administration systems, providing support where appropriate.
10. Develop effective relations with peers,
working in co-operation and contributing to cover arrangements for annual
leave, sickness and other absence.
SERVICE
MANAGEMENT
1. Ensure that the provision of
administration/access processes and services are of the highest quality and
that they are responsive to the needs of patients, carers and the clinical
teams, and that all processes adhere to trust policy.
2. Take a lead role in soliciting the
views of patients, carers and members of the public in respect of the
administrative services provided by the CSU.
3. Ensure that outpatient clinics and
appointments processes are administered effectively and that relevant quality
standards are correctly measured and monitored; respond to problems and
resolve appropriately.
4. Ensure that theatre and bed capacity
are used effectively. Through liaison
with clinical and ward-based teams including Site Matrons, jointly manage the
daily elective and acute demand for admission and treatment ensuring that
patients are treated in chronological order and clinical priority.
5. Ensure effective systems for
monitoring and validating activity are in place. Monitor waiting lists on a
weekly basis. Identify and respond appropriately to potential problems and
work with other members of the CSU to ensure patients are seen within agreed
local and NHS Plan target times.
6. Ensure the regular validation of
waiting lists, following this up with any necessary action, advice, coaching
and/or training of staff.
7. The post holder will support the CSU
in the establishment of new ways of working to improve patient access as
directed in the NHS Plan, including the implementation of booking systems.
8. Report to the CSU progress and
achievement, including any areas of concern and an action plan detailing how
these will be resolved.
9. Establish effective systems of
working with the CSU core team and with corporate administration and
information teams.
10. Ensure that the Patient Access Policy
for Diagnostics is implemented and that clinics are utilised efficiently,
including ensuring the DNA policy is implemented as agreed by the CSU.
Monitor reduced and cancelled clinics and respond appropriately in line with
this policy.
11. Ensure that the Patient Access Policy
for Diagnostics Elective Inpatient and Daycase Admissions is implemented and
that processes are monitored to check compliance with the policy.
12. Lead regular administrative audit
meetings in the CSU, selecting patient records for audit and reporting any
breach of policy with recommendation for action, to the Business and
Procurement Manager.
13. Investigate complaints relating to
administration/access issues and implement changes in practice as required.
Address the concerns of patients and service users and respond to their
suggestions for local quality improvements.
INFORMATION
MANAGEMENT
1. Ensure the appropriate recording,
monitoring and management of inpatient and outpatient waiting lists,
providing regular reports to agreed timescales. Identify and resolve any
problems highlighted as a result of the monitoring undertaken.
2. Implementation and monitor systems
for timely and accurate collection and recording of patient related data, in
conjunction with the CSU and Corporate Information staff. Identify and
resolve any problems highlighted as a result of the monitoring undertaken.
3. Contribute to monthly performance
review meetings, providing data for this in a timely manner as requested.
D. RESOURCE MANAGEMENT
The
post holder will establish systems to cover staff annual leave, sickness and
vacancies and to reduce expenditure, contributing to the CSU financial plan.
OTHER
RESPONSIBILITIES
1. All employees must maintain strict
confidentiality in respect of patient and staff records. Comply with the
requirements of the Caldicott Report, the Data Protection Act, Access to
Health Records Act., Mental Health Act and subsequent legislation issued in
relation to confidential data. Ensure all staff practice in accordance with
these guidelines.
2. Maintain a safe working environment,
complying with Health and Safety policies and regulations. Undertake and
facilitate risk assessments as required, take any corrective action required
and record any untoward risk incidents in accordance with trust procedures.
3. Provide operational patient
administration/access support and advice to other members of the CSU as
required.
4. Support and assist the Business and
Procurement Manager and Radiography Service Managers with other projects and
responsibilities as required.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally,
the following are core values which relate specifically to this post:
Essential
core values include:
The post-holder is expected to be
honest, fair and consistent in their approach and to accept responsibility
for ones own achievements, acts and omissions.
Respect confidentiality in line
with National, Trust and local policies and guidelines.
A positive and professional
attitude.
Committed to providing the highest
quality of administrative support themselves and through management of their
staff.
To promote, support and work
towards the delivery and achievement of the Trusts and departments
objectives.
Maintain and improve quality of
service.
A business-like appearance.
Commitment to own personal &
professional development as agreed with their line manager.
Commitment to their teams personal
& professional development.
WEST
YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
For
further information and an organisation chart please see the attached Job
Description and Person Specification
