Assistant Patient Access Manager

Dyddiad hysbysebu:	10 Mehefin 2025
Cyflog:	£37,338.00 i £44,962.00 bob blwyddyn
Gwybodaeth ychwanegol am y cyflog:	£37338.00 - £44962.00 a year
Oriau:	Llawn Amser
Dyddiad cau:	24 Mehefin 2025
Lleoliad:	Liverpool, L14 3LB
Cwmni:	NHS Jobs
Math o swydd:	Parhaol
Cyfeirnod swydd:	C9287-25-0972

Crynodeb

Manage and support patient access service functions. Coordinate and be responsible for all out-patient initiatives. Keep up to date with the best practices associated with the management ofE-Referral 18 week targets and Partial Booking. Provide advice, support and encouragement to all staff involved in themanagement of out-patient appointments and targets Ensure that all staff comply with all departmental policies and that content ismaintained in line with local and national standards. Responsibility for PAS (Patient Administration System) in relation toOutpatient booking, including testing, problem solving and reporting issues tothe national service desk. Work closely with care Groups and Community Care Group staff tocontinually improve the management of out-patient appointments and targets. Review and revise procedures relating to out-patient targets and 18 weekpathway to effectively manage the risks. Authorise staff absence and overtime. Mentor and develop staff in the management of targets. Take responsibility for targets associated with out-patients. Deal with complaints in a timely and organised fashion. Hold regular and departmental meetings to identify and address issues. Assist directorates, specialities and clinicians to continually improve theirmanagement of out-patient targets. Undertake any training activity to ensure policies and procedures areunderstood, and to develop within the role as required. To become an expert user of the Patient Administration System (PAS) inrelation to Patient access functions with a particular emphasis on outpatientfunctionality. Maintain computer skills including the use of Microsoft Office packages, email etc. that are relevant to the role. Carry out any work as allocated by Department Senior Managers andorganise and distribute work to be carried out by Supervisors and TeamLeaders. Inform Services Manager of any changes that will affect procedures within thedepartment, suggest alternative ways of working, organise and implementtrial of suggested procedure and advise senior manager of outcome of trialand implement across section if successful giving support and developmentto staff as appropriate. Meet with Consultants, Directorate Managers &Administrators and other key staff in order to discuss procedural changes andhow that impacts upon them and their directorate in order to ensure effectiveworking. Establish good working relationships with other directorates key personnel. Improve accuracy of information within trained knowledge and competency. Communicate internally and externally with colleagues, patients and thegeneral public. This can involve communicating an in-depth knowledge ofhealth records issues particularly pertaining to achievement of OutpatientTargets, implementation of new booking systems etc. Minimise risk in the use of sensitive information to ensure that the GeneralData Protection Regulations (GDPR) is adhered too. Respect differences in relation to equality and diversity ensuring colleaguesand patients rights are not infringed. All staff are encouraged to make suggestions to improve the service, and topromote a no blame culture. Assist individuals in Freedom of Information Requests as per Trust policy. Staff should be flexible in their approach to working hours. Ensure adequate sickness and holidays cover for team members and ifappropriate organise Bank Holiday rotas and liaise with Senior Managersregarding this. Authorise Team Leaders and Supervisors holidays ensuringmaximum number of staff off is not exceeded. Liaise with Senior Managers toestablish maximum number and any problems related to annual leave. Support the Team Leaders and Supervisors in ensuring that a rota is in placefor answering the telephone and dealing with general enquiries into thedepartment. Assist Team Leaders, Supervisors or staff by taking calls thatare problematic or difficult for staff to deal with. Ensure Sickness and Absence policies followed monitor staffs sicknessrecords and perform return to work interviews as required with staff and firstlevel sickness counselling as required. Complete relevant documentation andadvise staff of sickness procedures. Contribute to the recruitment and selection process for lower banded staff i.e.lead in interviews for clerks and team leaders. Identify any staffing issues toSenior Manager and negotiate with Senior Manager regarding best solutionsto alleviate staffing issues. Appraise appropriate staff using the Staff Appraisal system used within theTrust. From the identified training needs of the staff member ensure thatrelevant and effective training is available for the staff member. Counsel staff on disciplinary issues i.e. repeated lateness and escalate toSenior Manager as appropriate or for more serious issues. Develop the knowledge and skills of Health Records Clerks, Team Leadersand Supervisors through training and advice in relation to the systems,software and processes used within the Patient Registration Section of HealthRecords. Deliver training on own area to Health Records Staff and otherdirectorates as appropriate. Act as expert in relation to own area of work. Participate, contribute and lead in meetings to discuss improvements in area.These meetings may be chaired by a Senior Manager, however activeleadership will be required. Attend meetings as directed by the Senior Manager as a representative of theHealth Records Department. Prepare information required for meetings asrequested e.g.: overbooking figures and reasons. Attend meetings on aweekly basis to discuss current outpatient target position and work withcolleagues in the Access and Information Departments to ensure targetachievement. Ensure Supervisors are liaising with Training Supervisor in ensuring that staffattend training sessions that have been organised. Discuss training needs ofstaff with Training Supervisor, and participate and contribute to trainingsessions held as appropriate. Ensure Supervisors are working with the Training Supervisor in setting up andparticipating in new staffs induction into the department and ensure newstaffs are allocated a Buddy. Complete appropriate paperwork regardingnew staff performance and liaise closely with the Department Trainer andSupervisor regarding progress and any problems to ensure prompt actiontaken. Ensure close co-operation and communications between teams anddepartments both within Patient Access Services, throughout the Trust andwith Community care Groups. Lead with integrating changes and communicating with the whole teamacross professional boundaries in own area of work and throughout thedepartment if required. Liaise with secretaries and members of other departments regarding a varietyof issues e.g.: booking patients, referral letters etc. Ensure all equipment used in office is in working order and that adequatetraining has been provided for all staff that uses the equipment. Ensure that under-utilisation of resources is reported to the relevant SeniorManager and implement appropriate corrective measures as agreed with theSenior Manager. Organise the workload of supervisors within own area ensuring that work isproduced in a timely fashion and that he/she has enough work to occupyhim/her throughout the working day. Liaise with Associate General Managers (AGM), or nominated other in thesetting up and running of additional clinics to ensure patients are seen withinNHS Targets. Ensure that staff are appropriately equipped and trained to receive telephonecalls from GP Practices asking for status updates on patients, check relevantinformation required and relay this back to the practice and if appropriate canliaise with Consultant/Secretarys regarding status of patient. Ensure that all Patients are traced against the National Spine to validatepatient information and obtain NHS number if not already present. Oversee and ensure that prompt registration of patients onto the PAS foroutpatient referrals is carried out. If already prioritised ensure that the referralis processed as indicated i.e. contact patient to book urgent/Cancerappointment or add to outpatient booking list if routine and print out relevantpatient letters. Ensure and oversee that the issuing of new casenote numbers andpreparation of new casenotes for new patients to the Trust is performed inaccordance with the Trust Policy. Ensure that filing of referral letters into date/terminal digit order in relevantstorage box (i.e. whilst patient is waiting for appointment date) is carried out ina timely manner. Ensure that patients are invited using the PAS in chronological order andbook appointment as appropriate. This can be on any of the Trusts Hospitalsites. Monitor and discharge patients who do not respond and deal with themin accordance with the Trust and Departmental procedures. Liaise with colleagues in the Information Department regarding capacityusage and ensure full capacity used. Discuss any capacity with AGMs/GMsand facilitate the full usage of clinics/capacity as agreed with them. Ensure that the evening staff rota is in place and that adequate cover isavailable during holiday/sickness periods. Produce full details of clinics held including codes, booking rules on an ad hocbasis e.g. for review purposes. Ensure appropriate information forwarded to Associate General Managers(AGMs) regarding impact of cancellations and reductions and produce othercancelled clinic information as required. Ensure template requests are dealt with in a timely manner and liaise withAGMs regarding short notice cancellations and facilitate these requests as appropriate.