Bank Admin and Clerical Clerk

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES Meet and greet visitors into The Christie at the Oak Road reception and be welcoming and polite. Assist in assessing the patients eligibility for NHS treatment and inform the appropriate senior member of staff in order for queries to be investigated. Responsible for the retrieval of outside notes and films and reports as requested. Monitor the Health Records email inbox from internal staff and action emails accordingly. Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team. To work to tight deadlines, reorganising schedules in own workload in order to achieve these deadlines Ability to respond positively to frequent interruptions and unplanned changes during the working day Input and analysis of relevant patient data on a range of systems and web portals. To deal with requests for copy notes from Hospices and other hospitals. Use multiple systems including CWP and Careflow to merge duplicate patient records. Amend and update the patient administration systems with any notified changes to patient details [ e.g., patient address, death] Regular and routine filing of the case notes in the medical records libraries which house over 150,000 items. Maintenance of library, i.e. movement of files to appropriate storage areas and ensuring tidiness of shelving including culling within the local policy. Support the administration of case note requests, photocopy case notes prior to dispatching to other hospitals, hospice etc To be responsible for updating the hospital case notes tracking system, making sure that the location of case notes is accurately recorded at all times. To ensure casenotes are neat and tidy with no loose paperwork. Repairing splitting untidy or large casenotes. Sign post and direct patients to the correct departments for their appointment. Use the teletracking system to arrange for porters to transport patients to appointments. To contact patients by phone with regard to their appointments and to annotate case notes where necessary. Prepare casenotes for outpatient clinics a day in advance and track them to appropriate department. Receive skinny notes back from the wards and file all relevant paperwork into patient case notes appropriately Retrieve case notes from file that are eligible to be sent to offsite storage and ensure they are accurately tracked on Careflow. Collate and disseminate all incoming and outgoing correspondence appropriately. Support any staff members that come to the library to retrieve notes and guide them to the correct location. Responsible for supporting all administration staff with daily tasks particularly during peaks in workload. To liaise with other departments/hospitals/any other agency as required ensuring all telephone enquiries are dealt within an efficient and confidential manner. General maintenance of individual case notes by filing loose reports, letters, and results into appropriate sections, and separating by sections to create new volumes as appropriate. Support in the training of new members of staff within a given area as required. To attend team meetings with the team leader. To work collaboratively with staff and patients to comply with legislative requirements and best practice in acknowledgement of managing diversity, equal access and equal opportunities. To identify personal training needs and actively participate in the development of appropriate training sessions. To attend training sessions run by the core Health Records team and other appropriate courses, as required. To provide cover for other clerical staff in the case of annual and sick.

Person Specification

Qualifications

Essential

• Secondary-level education GCSE Maths and English at C-grade or above, or equivalent

Desirable

• Evidence of further development
• European Computer Driving Licence or equivalent
• NVQ Level 2 or equivalent

Experience

Essential

• Previous administrative and clerical experience

Desirable

• Previous administrative and clerical experience in a hospital environment

Skills

Essential

• Good communication skills
• Basic IT and keyboarding skills
• Ability to prioritise workload
• Excellent telephone manner
• Attention to detail and accuracy

Knowledge

Essential

• Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.

Desirable

• Basic knowledge of medical terminology

Other

Essential

• Ability to work under pressure
• Ability to work unsupervised or as part of a team
• Good time management skills

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.

Employer details

Employer name

The Christie NHS FT

Address

Central Admin Bank Pool - E00040

Manchester

M20 4BX

Employer's website

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