Lung Cancer Admin Support

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

Be responsible for the timely and accurate input, maintenance and updating of confidential patient information onto all relevant Health Board IT systems. This includes patient demographic data, clinical priority, accurate procedural details, and any other relevant clinical information as provided by medical and nursing staff.

Be able to work independently, without direct supervision. To be organised and to exercise initiative and judgement and be forward thinking in anticipating and solving problems.

Prioritise the filling of clinics to capacity. Use judgement to choose appropriate. Patients and book them well in advance, entering these details on the relevant IT systems, e.g., Myrddin.

Answer and action telephone enquiries from General Practitioners, other hospital departments, patients, and their relatives on behalf of the Respiratory service whilst being discrete and sympathetic manner whilst always maintaining patient confidentiality.

Book urgent patients onto the next appropriate treatment list, liaising with the responsible clinician if this is not possible.

Replace cancelled patients whenever possible to ensure full utilisation of clinics.

To ensure that all outcomes for patients attending outpatient clinics are recorded clearly and accurately and within prescribed timescales and that appropriate follow-on action is taken promptly as and when necessary.

Maintain and be responsible for data quality to the highest level, despite the high volume of interruptions inherent in this department from phone calls and visiting staff.

Use all codes provided fully and correctly to enable accurate analysis of information.

Communicate regularly with Medical and Nursing staff in connection with booking of sessions to ensure these are filled and with appropriate patients.

Communicate with patients in a sympathetic and tactful manner, whenever possible negotiating with them the proposed dates for clinic attendance. This can include passing on clinical details if they have first been provided and / or checked with the responsible clinician and which may be sensitive or complex in nature.

Alert appropriate staff to lack of capacity, potential breaching patients or any issue affecting the timely care of patients in order that remedial and timely action can be taken.

Liaise with service managers, patients, medical and nursing staff, and deal promptly with their queries and concerns.

Bring to the Managers attention any relevant problems.

Attend all meetings that will keep you in touch with the organisations plans, or that aids communication with the directorates and departments delivering patient care. This may include Scheduling meetings and arranging regular contact with Consultants and Nurses.

Remain up to date with current procedures in connection with CWS, Myrddin and any other IT system that you may be required to use as part of your duties.

Be aware of and implement the detail of WG rules and regulations regarding Referral to Treatment Times (RTT) and administer these correctly to ensure that all patient pathways accurately reflect the progress of the patient towards their treatment.

Responsible for demonstrating and explaining details of your role to new staff as and when required. To support less experienced staff to train, monitor and distribute work to bank staff and floats when necessary.

Maintain an up-to-date reference document detailing the requirements of the clinical staff and service you support to ensure your role can be covered in your absence.

Be responsible for the care of office equipment and report problems when they occur.

Be flexible and work as part of a team, providing cover within the Department whenever the need arises, which may require travelling.

Participate in the KSF framework, the development of a personal development plan and allappropriate statutory and mandatory training.

Liaise with Health Records staff in order to get any required notes scanned.

Bring to the attention of senior staff any system or procedure change which might improve patient care, accuracy, or efficiency of office procedures and to assist in the implementation of any changes. This can include the testing or piloting of new procedures.

To carry out any other appropriate duties as required by the service.

Person Specification

Qualifications and or Knowledge

Essential

• Educated to GCSE level or quivalent
• Business administration level 3 NVQ or equivalent demonstrable knowledge and experience to include: Microsoft office (Word, Excel and outlook)
• Evidence of continuous professional development
• Knowledge of Admin processes

Desirable

• Customer Service Training
• Knowledge of WPAS, CWS, ORMIS

Experience

Essential

• Previous clerical and administration process experience

Desirable

• Previous NHS Administration experience

Aptitude and Abilities

Essential

• Ability to communicate effectively with a range of professional staff and patients
• Ability to prioritise
• Empathy, Tact and diplomacy when dealing with difficult situations
• Flexible to the needs of the service

Desirable

• Experience in handling sensitive or confidential patient information

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Aneurin Bevan University Health Board

Address

St Woolos Hospital

Stow Hill

Newport

NP20 4SZ

Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)