Band 3 Immunology Administrator | Royal Free London NHS Foundation Trust
| Posting date: | 10 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £27,948 - £29,468 per annum inclusive of HCAS |
| Hours: | Full time |
| Closing date: | 10 May 2024 |
| Location: | London, NW3 2QG |
| Company: | Royal Free London NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6138705/391-RFL-6138705 |
Summary
The post holder is expected to demonstrate the ability to undertake training, understand basic medical terminology and exhibit a high degree of accuracy, in addition to the ability to show initiative.
The work requires excellent organisation, communication, interpersonal and computer skills, and the ability to respect patients’ confidentiality at all times.
These duties do not require direct supervision on a day-to-day basis, therefore, ability to prioritise own workload is essential. The post holder will work as part of a team where good communication skills are a must.
The post holder will be expected to provide cross cover within the administration team for Immunology when required and necessary for the effective running of the service.
KEY WORKING RELATIONSHIPS:
This involves working closely with all key members of the multi-disciplinary team within primary and secondary care and service users relating to the speciality they cover to ensure all patients receive a consistent and effective service.
Key contacts include:
• Consultants
• Patient navigators and clinical pathway administrators
• Clinical team PAs
• Team leaders
• Divisional and operational managers
• Outpatient Appointment Centre (OAC)
• GPs
• Admissions team
• Ward administrators
• CNSs and MDT teams
• Phlebotomy and pathology
• Clinic reception and clinic nurses
Other external agencies (e.g. other hospitals, social services, police etc.)
Manage emails as directed and to reply to emails as appropriate.
Answer telephone calls and deal with clinical and non-clinical enquiries in a helpful and courteous manner, using own initiative and discretion as appropriate.
Deliver and collect postal items, including packs and distribute throughout the department.
Electronically file daily result worksheets, tableaus and reference laboratory reports.
Sending out trough packs/COVID packs and any other adhoc requests from doctors.
Psychology letters – helping sending out.
Texting patients appt details/ Adding patient phone numbers to clinic tables.
Booking Home Therapy video appointments and follow ups/cancellations/rescheduling.
Patients from local hospitals to be removed from Home Therapy list.
Updating Home Therapy list.
Provide administrative support for specialist MDTs attended by Consultants.
Have knowledge of EPR and all other hospital systems
Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
Book new and follow-up appointments for the service and to cancel and reschedule existing bookings.
Ensure clinics are completed with recording all clinic outcomes accurately. Liaising with relevant staff to confirm activity.
Update all clinic outcomes onto EPR within the time limits that will ensure efficient management.
About our Trust
Our trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Click here to view our video Welcome to the Royal Free
GENERAL DAY TO DAY ADMINISTRATION DUTIES:
Manage emails as directed and to reply to emails as appropriate
Answer telephone calls and deal with clinical and non-clinical enquiries in a helpful and courteous manner, using own initiative and discretion as appropriate.
Deliver and collect postal items, including packs and distribute throughout the department.
Electronically file daily result worksheets, tableaus and reference laboratory reports.
Sending out trough packs/COVID packs and any other adhoc requests from doctors.
Psychology letters – helping sending out.
Texting patients appt details/ Adding patient phone numbers to clinic tables.
Booking Home Therapy video appointments and follow ups/cancellations/rescheduling.
Patients from local hospitals to be removed from Home Therapy list.
Updating Home Therapy list.
Stocking trolley in clinic 7 with yellow boxes and jiffy bags
Book appointments in liaison with other administrative offices and, occasionally, with patients.
Ensure that clinical notes are available to meet the requirements of Clinical Governance.
Provide administrative support for specialist MDTs attended by Consultants.
Administration support to the Consultants
Electronically file correspondence, including confidential letters, referrals, results, and medical reports.
Have knowledge of EPR and all other hospital systems
.
Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.
Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
PATIENT PATHWAY PLANNING:
Book new and follow-up appointments for the service and to cancel and reschedule existing bookings.
Ensure clinics are completed with recording all clinic outcomes accurately. Liaising with relevant staff to confirm activity.
Update all clinic outcomes onto EPR within the time limits that will ensure efficient management.
Ensure the patient understands their care pathway and is aware of appointments and any changes.
To liaise/communicate with all departments, both administrative and clinical, to resolve unforeseen problems which may impact on clinical service and/or patient care.
Direct patients to other departments for tests/treatments/investigations.
To assist in resolving administrative problems to allow the service to run effectively.
Arrange transport (in line with trust procedure) and translation services where necessary.
Contact patients lost to follow up including new patients to prevent delays in patient pathways.
Contact patients to cancel and reschedule their appointments on EPR when clinics are cancelled by both local and Trust policy. This will involve calling patients and informing relevant staff members of these changes.
RESPOSIBILITY FOR INFORMATION AND RESOURCES:
Ensure there is a sufficient supply of specialty specific patient information leaflets relating to different pathways and conditions. Keep contact details on leaflets up-to-date.
Notify relevant departments and Medical Records when informed of the death of a patient and cancel future appointments to prevent further distress for families.
Oversee the transfer of all relevant information including electronic forms and referral letters to the Trust Minimum Data Set (MDS) team for the patient’s 18-week RTT pathway when the patient is referred to another trust.
Ensure a high standard of data quality is maintained, arranging audit support and data validation where appropriate. This may include the coding of outpatient procedures as required.
Support the team as required with updating data on relevant shared drives and departmental databases.
Data Entry/Input & Maintain & Update spreadsheets.
This advert closes on Wednesday 24 Apr 2024