Job responsibilities
JOB SUMMARY
To provide a comprehensive and effective secretarial, waiting list and administrative service to the Consultants and their medical team.
To administer and manage waiting lists and organise patient admissions and pre-operative appointments
To coordinate the audio-typing of clinical and non-clinical correspondence within the service line
PRINCIPAL ACCOUNTABILITIES
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Coordination of the Consultant and Registrar activities for cardiac and aortic surgeons.
Administration and management of the Patient Tracking List other waiting lists for the service line
Working alongside clinicians to support diary management and planning for theatre lists according to patients clinical priority and length of wait.
Close monitoring of patient pathways ensuring patients are treated in accordance with national access targets.
Acting as first point of contact for the consultant and their team.
Typing of clinic and other correspondence in a timely manner and acting on the outcome of these letters.
Ensuring that any clinic outcomes are acted upon for the patients under you consultants care and liaising with the consultants if outcomes are unclear.
Proving cross cover for other team members during periods of sickness and annual leave.
ORGANISATIONAL
Patient experience
- Coordinating audio-typing of clinical and non-clinical correspondence within the service line and within set timescales.
- Close monitoring of patient pathways, ensuring patients are admitted in accordance with 18-week RTT targets.
- Contributing to the achievement of patient access targets through validation of patient pathways, bringing issues to the attention of clinical and or management teams, and identifying delays in the patient journey.
- Ensuring patient access policy is adhered to.
- Coordinating tests and investigations requested by the Consultant and junior medical staff and ensure they are reviewed in a timely manner and in accordance with communicated KPIs.
- Escalating capacity issues to SLM
- Maintaining the confidentiality of patient information at all times
Team working
- Demonstrating own duties to new administrative and clerical staff.
- Coordinating cover of duties between colleagues across the service line during periods of holiday and / or sickness.
Communication
- Communicating with patients and patient relatives over the telephone, responding to their queries in a caring, sensitive and reassuring manner. Use initiative when dealing with and resolving patient enquiries, escalating as appropriate.
- Providing information to the management team when requested and use initiative to escalate any issues as appropriate.
- Communicating with other Hospitals and external agencies
- Setting up and maintaining e-mail groups, will be expected to use Intranet and Internet.
- Providing information to staff in other departments.
Policy & Service Development
Being aware of and adhering to administrative procedures and protocols relevant to the post.
Observing the provisions of and adhering to all Trust policies and procedures
Required to comment on, implement and adhere to secretarial / administrative procedures and protocols.
Data Management
- Administration of waiting lists for elective procedures, organising pre-op appointments and admissions
- Using Waiting List functionality on PAS
- Working alongside consultants and the management team to support the planning and scheduling theatre, according to patients clinical priority and length of wait.
- Recording all information as required on PAS including amendments.
GENERAL STATEMENTS
- Attending team meetings where required
- Maintaining confidentiality and abide by the Data Protection Act.
- Being familiar with and following health and safety policy and procedures and to be aware of individual responsibilities under legislation, drawing any areas of potential risk to the attention of managers
- Ensuring completion of timely PDR/Appraisal process with designated line manager
- Being able to demonstrate Trust values and behaviours (outlined in staff handbook) at all times
- Undertaking any other duties which are deemed appropriate to the band
The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the postholder.
EDUCATION AND TRAINING
- To contribute to and agree a continuing Personal Development Plan.
- To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.
- To attend on-going refresher training within their job role as legislation changes and upgrades to the PAS, EDMS or other local systems are introduced.
- Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.
- Participate in departmental meetings and awareness sessions as and when required.
- Employees are expected to develop their IT skills necessary to support the tasks included in their post. They will therefore be required to undertake any necessary training to support this.
Working Relationships:
Maintaining positive and effective working relationships with:
- Executive Directors
- Divisional Management
- Service Line Managers
- Consultants and other clinicians
- Information Staff
- Finance Department
- Human Resources
- Peers within other NHS Trusts
CONFIDENTIALITY
All employees must adhere to policies and procedures relating to Information Governance, Confidentiality and Information Security.
RISK MANAGEMENT
The Trust is committed to approaching the control of risks in a strategic and organised manner.
The post holder must be aware of their individual responsibilities as detailed in the Trusts Risk Management, Health & Safety and Incident policies, and those under the Health and Safety at Work Act. This includes the reporting of any untoward incident, accident, potential or actual hazard identified.
SAFEGUARDING
All staff are required to be familiar with the arrangements for safeguarding children, young people and vulnerable adults and support the organisation in promoting the welfare of children, young people and vulnerable adults.
Staff working directly with children, young people and vulnerable adults will have a responsibility to ensure safeguarding and promoting their welfare forms an integral part of their duties.
Staff who come into contact with children, vulnerable adults, parents and carers in the course of their work and/or have access to records will have responsibilities to safeguard and promote the welfare of children, young people and vulnerable adults.
Staff who come into contact in the course of their duties, with parents, carers or other significant adults or children, young people and vulnerable adults should always be mindful of safeguarding and promotion of the welfare of these individuals.
HEALTH AND WELLBEING
The Trust is a Health Promoting Hospital. The Trust expects that when you are presented with opportunities to improve the lifestyle of our patients you seek help from appropriately trained clinical staff to ensure patients are supported and assisted in making the necessary lifestyle changes. This is in accordance with best practice as described in the DoH white paper Choosing Health Making Healthy Choices Easier.
EQUAL OPPORTUNITIES
The Liverpool Heart & Chest Hospital NHS Foundation Trust is committed to achieving equal opportunities. All employees are expected to observe this policy in relation to the public and fellow employees.
All staff are expected to adhere to, and act in accordance with, the values & behaviours of the Trust.
This document is intended to be used as a guide to the general scope of duties involved in this post. It is not exhaustive and should not therefore be used as a rigid specification. It will be kept under review and amended as required in consultation with the post holder.
