Job responsibilities
The
Assistant Patient Services Co-ordinator will provide a high quality service
in line with Trust standards and be able to communicate sensitivity and
effectively with a wide range of people including medical staff, patients and
colleagues. Support the Assistant Business Manager in delivering the services
for the speciality.
3 JOB
DIMENSIONS
The
Assistant Patient Services Co-ordinator will manage their defined areas
within the speciality and will be responsible for prioritising work,
developing and, reviewing working practices to ensure the effective running
of the department and effective communication structures are
implemented. They will ensure that
processes/procedures comply with legislation requirements covering Health
& Safety, Data Protection and Confidentiality.
4. ORGANISATIONAL CHART
5. KNOWLEDGE, SKILLS AND EXPERIENCE
REQUIRED
Please
read the Person Specification for full details of knowledge and skills
required.
Essential
skills include:
A good standard of basic education
Ability to work on their own
initiative and to stringent deadlines
A thorough understanding of the
patient pathway
Able to work with staff with
varying levels of authority
A knowledge of the rules governing
eligibility for NHS treatment
6. 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
7. 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
8. CORE VALUES
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.
9. CORE BEHAVIOURS AND SKILLS
Essential
core behaviours and skills include:
The post-holder will be expected to
be diplomatic, self-motivated and enthusiastic with a professional attitude.
The post-holder will be expected to
be a good team player, with the ability to work flexibly in a diverse and
demanding environment to meet the evolving needs of the department.
To provide a high standard
confidential, effective and accurate administration service.
Communicate sensitively and
effectively with patients, relatives, colleagues and all other healthcare
professionals themselves and through management of their staff.
Respect the working environment, to
be responsible for ones own acts and omissions in relation to Health &
Safety.
Responsible for appropriate use of
equipment within the working environment.
A willingness to undergo all
training requirements necessary for the post
10. CORE KNOWLEDGE AND UNDERSTANDING
Essential
core knowledge and understanding to include:
The post-holder to possess a good
standard of written and spoken English.
Basic computer literacy and
willingness to further computer skills.
A thorough understanding of all
policies and procedures governing the Trusts approach and delivery to
Patient Administration.
11. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Service
Management
To take a lead role in the
management of outpatient waiting lists, ensuring that all patients are seen
within the required time scales and in accordance with NHS targets and Trust
policies.
Responsible for the collection of
data and performing regular audits by random sample. Depending upon the outcome of the audit,
taking follow steps as necessary with instruction to fix any issues.
To maintain and administer relevant
information systems and review monitor systems. This may include
troubleshooting problems, referring to the appropriate department as required
and some evening / weekend contact. Also, being responsible for performing daily
back up of relevant data base where appropriate.
Responsible for ensuring the
integrity of the system and that it meets the requirements of the Data
Protection Act.
Support management in liaising with
Information Services Department to provide data as required.
To ensure all patients enquiries
are dealt with in a friendly and professional manner and that patient admin
staff provide exceptional customer service
Monitor administrative processes to
ensure all are completed within agreed timescales.
Deal with complex enquires from
staff/patients/relatives/visitors investigating and researching matters
thereby providing information/guidance and advice to others to ensure their
queries have been dealt with. This could
involve managing the complaints process, monitoring response times, seeking
out information to be able to prepare straightforward response, or to assist
in the provision of a response, to the complaint.
Undertake general administrative
duties including filing, typing, photocopying, faxing, arrangement of
meetings and dealing with general communication and to assist with the MDT
meeting of a virtual ward.
.
Such other duties at a comparable
level of responsibility as may be allocated to the post or post-holder.
Comply with the requirements
dictated by regulatory bodies and their code of practice throughout all
disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS
HEALTH
AND SAFETY/RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed safe working
procedures, and reporting incidents using the Trust Incident Reporting
system.
INFECTION
CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
EQUALITY
AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
PATIENT
AND PUBLIC INVOLVEMENT
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
TRAINING
AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
RESPECT
FOR PATIENT CONFIDENTIALITY
Individual
patients have an entitlement to have their affairs dealt with
confidentially. There are established
rules and conventions applying to professional staff and you should, where
appropriate, familiarise yourself with these.
In any event, no member of staff should divulge information about the
identity of the medical condition of any patient to anybody who does not have
a clear entitlement and need to receive it.
Staff need to be aware of the Data Protection Act.
Similar
constraints apply to the passage of personal information about members of
staff.
12. COMMUNICATION & WORKING
RELATIONSHIPS
It
is essential that the Assistant PSC maintains and develops good working
relationships with all staff. This
will involve considerable liaison with consultants, nursing staff, managers,
medical secretaries, and patient administration staff throughout the Trust.
13. SPECIAL WORKING CONDITIONS
Physical
Effort:
Post
holder requires advanced keyboard skills, may occasionally be required to
lift case-notes for short periods from floor/shelf to desk. Case notes approx 1kg max
