Outpatient Administrator (Band 2)

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

To provide administrative support relating to the appointment bookings for the Outpatient Appointment Offices.

Liaising with nursing staff, consultants, secretarial and other disciplines.

Adhering to Trust and departmental standards.

Inputting computer transactions to ensure correct details are recorded.

Update the patient system1 record.

Assisting patients with general enquires

To ensure all necessary medical records where appropriate are obtained both internally and from other providers and prepared for the Outpatient Clinics in accordance with the booking requirements in a timely manner.

Ensure the electronic patient casenotes tracking system is always updated.

Protect patient privacy by ensuring that all data and information relating to them does not pass to unauthorised individuals or organisations by ensuring it is held in the strictest confidence.

Help patients, relatives, and colleagues by dealing with telephone and face to face enquiries in a constructive and sympathetic manner, tact may be required for situations where it is necessary to communicate unwelcome information.

To ensure all letters to patients/GPs are dispatched correctly and promptly.

To ensure patient correspondence includes all appropriate information leaflets if required.

Distribute case notes, clinic lists to appropriate areas, ensuring the notes correspond against the clinic list.

Ensure appointment booking lists are marked clearly to the relevant areas.

Data input as required into the Patients System1 record.

Provide cross cover within the Outpatient Booking Offices as required for planned and unplanned leave as necessary.

Ensure the effective and efficient running of the department by managing own workload, working on own initiative and planning and prioritising as necessary, act independently, deciding when necessary to refer to the appropriate Supervisors / Managers.

Attend individual staff development reviews in which training and development needs will be identified and planned, also to ensure that you attend mandatory training as directed by the Outpatient Appointment Manager.

Undertake any other duties as directed by the Outpatient Appointment Manager or Supervisor for the successful performance of the role.

Person Specification

Qualifications

Essential

• Good general standard of education including English and Maths

Desirable

• grade A-C or equivalent in English & Maths

Experience

Essential

• Relevant experience of administration/ clerical work within customer services
• Experience of handling calls from the public

Desirable

• Previous hospital/GP surgery experience
• Knowledge and experience of using the national ERS system and System One
• Experience of complex and difficult calls
• Dealing with complaints.

Skills

Essential

• IT and keyboard skills in an office setting. Knowledge of Microsoft office software packages.
• Good communication and interpersonal skills and good telephone manner

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

Airedale NHS Foundation Trust

Address

Airedale General Hospital

Skipton Road

Keighley

BD20 6TD

Employer's website

https://www.airedale-trust.nhs.uk (Opens in a new tab)