Detailed job description and main responsibilities

To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in an empathetic manner

·        To keep waiting areas tidy and patient information materials up to date

·        To undertake the role’s duties in the case of a major incident in your department   (E.g. the ED Major Incident Process)

·        Attend appropriate meetings as required by the role’s line manager

·        Ensure that all clinical results and other clinical information are accurately filed in the patient notes and that patient notes are up to date and maintained according to the relevant Trust standards.

·        Using the Medway and Evolve case-note tracking system and liaising with Medical Records; collecting urgent notes of patients due to attend clinic from various departments, scanning document on to Evolve

·        To carry out associated clerical duties, for example maintaining accurate filing systems, photocopying, receiving and distributing post, diary management and scanning patient notes if required

·        To deal with clinic attendance outcome information e.g. - booking of follow up appointments as necessary and in accordance with instruction from POD staff.

·        To cover sickness and holiday absences of colleagues in other admin roles.

·        Have a working knowledge of pending list and booking rules for those specialties

·        Assist in training of new members of the team

·        To take part in departmental audits and associated duties 

·        If and when appropriate and directed, order and/or receipt stationary and essential items, in line with Trust policies 

·        Out coming the clinic and anaesthetic appointment on a daily bases and informing relevant waiting list teams of DNA or changes to previous days clinics  to ensure funding is allocated to the department 

Maintain the clinics figures of patients seen including one stops to allow of future planning of clinics.

·        To book patient appointments in line with the, print letters and arrange any appointment related services as and when required (E.g. transport and interpreting services)

·        To check and update patient details on arrival and book them into clinic retrieving data from a number of internal and external Patient Access Policy (PAS)’s

·        To book patient appointments in line with the Patient Access Policy (PAP), print letters and arrange any appointment related services as and when required  (E.g. transport and interpreting  services)

·        To input outcomes of appointments, including those of patients that did not attend, on the PAS and other relevant computer systems in a timely and accurate manner according to the relevant Trust standards

·        To check incoming email inbox(s) on a daily basis to keep up to date with departmental and Trust wide news and information 

·        To check and update patient details on arrival to the ward, retrieving data from a number of internal and external Medway to ensure real time patient flow data is kept across the Trust

·        Be responsible for the accurate entry of data to computerised databases, using all computer systems relevant to the role

·        To check incoming email inbox(s) on a daily basis to keep up to date with departmental and Trust wide news and information

·        To prepare case notes prior to clinics and admission for surgery, ensuring that the relevant stationery is inserted, ensure notes are up to date and that all relevant investigation reports from previous attendance are in place.

·        Ensure all patient records are traced into and out of the ward

·        Ensure patient records are appropriately received and transferred and

·        Prepare patient notes for coding within the relevant deadlines set by the coding team, and deadlines are met as per coding policy.

    Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times

·        To be aware of Service and Trust policies and guidelines and ensure all these are adhered to

• Ensure all patient property is correctly documented and is safely stored as per Trust policy
• To keep public areas tidy and patient information materials up to date
• Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times
• Act with flexibility to utilise skills in other functions if and when appropriate or required by the role’s line manager