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Job summary

Main area
Planned Medicine Outpatients
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (8 - 6 pro rata)
Job ref
213-DH-3869
Employer
King's College Hospital NHS Foundation Trust
Employer type
NHS
Site
Denmark Hill
Town
Denmark Hill
Salary
£20,330 - £21,777 Per annum
Salary period
Yearly
Closing
10/07/2022 23:59

Employer heading

King's College Hospital NHS Foundation Trust logo

COVID-19 Vacancy Outpatient Clinic Administrator

NHS AfC: Band 3

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 13,500 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.

Job overview

Job Summary

The post holder is required to provide administrative and clerical support for outpatient clinics within Urgent Care, Planned Care & Allied Clinical Services, including front line reception duties. Working as part of a team, including clinical staff, the post holder is expected to deliver a responsive and high quality service to patients and other service users.

The post holder is required to use their initiative and be adept at problem solving as they will be the first port of call for patient enquiries.

The post holder will also be responsible for the management of appointments, procedure coding/outcoming and real time data recording. They will need to be proficient in the use of all hospital systems including EPR, Pims and Docman.

The post holder will be responsible for ensuring patients leave their outpatient appointment with any subsequent follow ups booked and ensure that their pathways are updated in accordance with national RTT rules.

Main duties of the job

  • To manage clinic reception desks in Urgent Care, Planned Care & Allied Clinical Services, greeting patient’s in a professional and courteous manner and validating patient’s identification and demographic details. Where new or revised information is obtained, update Pims and medical notes appropriately.
  • To ensure that clinic outcomes, including attendance, DNAs (Did Not Attend) and their pathway status, are recorded on Pims in accordance with Trust policies and procedures.
  • To be responsible for proactive and efficient organisation of the allocated clinic, ensuring that patients requiring follow ups are booked into the most appropriate clinic.
  • To ensure that clinical coding data for outpatient activity is entered onto Pims in a timely manner and in accordance with deadlines set by the Clinical Coding Team.
  • To manage post op, pre op, and urgent walk in appointment data on Pims in a timely manner and in accordance with deadlines set by the clinical team.
  • To be responsible for identifying referrals for overseas visitors and referring them to the Contracts Team.
  • To assist the Outpatient Supervisor with maintaining adequate management of clinics and slot utilisation for the Pims system.

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES: 

  • To manage clinic reception desks in Urgent Care, Planned Care & Allied Clinical Services, greeting patient’s in a professional and courteous manner and validating patient’s identification and demographic details. Where new or revised information is obtained, update Pims and medical notes appropriately.
  • To ensure that clinic outcomes, including attendance, DNAs (Did Not Attend) and their pathway status, are recorded on Pims in accordance with Trust policies and procedures.
  • To be responsible for proactive and efficient organisation of the allocated clinic, ensuring that patients requiring follow ups are booked into the most appropriate clinic.
  • To ensure that clinical coding data for outpatient activity is entered onto Pims in a timely manner and in accordance with deadlines set by the Clinical Coding Team.
  • To manage post op, pre op, and urgent walk in appointment data on Pims in a timely manner and in accordance with deadlines set by the clinical team.
  • To be responsible for identifying referrals for overseas visitors and referring them to the Contracts Team.
  • To assist the Outpatient Supervisor with maintaining adequate management of clinics and slot utilisation for the Pims system.

 

Reception:

  • Greet patients and visitors to the unit in a professional manner and in accordance with department and Trust policy.
  • Maintain accurate filing systems.
  • Book and cancel patient transport for future appointments on demand.
  • Book and cancel patient interpreters for future appointments where necessary.
  • Book and cancel patient diagnostic test appointments.
  • Handle all paperwork associated with reception duties including before, during and after clinic.
  • Reschedule patient appointments in line with clinical and RTT guidelines as and when prompted by the hospital or patient, ensuring the access policy is applied at all times.

 

Communication: 

  • Deal with queries from GP’s, Doctors, wards and other departments over the phone and in person in a calm and polite manner and in accordance with local and trust policy.
  • Provide basic information to patients/visitors/carers, such as providing directions to other areas of the hospital/daily waiting times.
  • Provide basic clinical information to patients/carers who are being seen within the unit.
  • Telephone patients to remind them of their appointment time and date.
  • Provide empathetic verbal support for patients/carers via face-to-face and over the phone.
  • Handle sensitive issues with tact and diplomacy.

 

Information Systems: 

  • Use hospital information systems to track medical records, process patients, book appointments and carry out any other tasks associated with the systems.
  • Send out non-attendance letters promptly.
  • Booking of patients within the unit using the hospital information system and send out all booking details and corresponding material.
  • Order any stock items as necessary for the unit as directed by the clinic manager.
  • Ensure tests are accepted, booked and reported in accordance with department procedures in a timely manner.

 

Clinic preparation: 

  • Ensure all clinic lists, clinic notes and referral information is available for all clinics.
  • Timely prepping of notes so that clinics can start at agreed time.
  • Use of Trust systems to ensure all relevant clinical information is up to date for the patient’s consultation.
  • Ensure all patients have necessary outcome information with clinical notes and ensure all clinical outcome forms are handed back to reception on patient’s departure from clinic.
  • Ensure every effort to obtain current volume to records is available to ensure minimal and appropriate use of temporary records.

 

Establishing, maintaining and monitoring excellent office and information system: 

  • Maintain the unit filing systems.
  • Process the daily post.
  • Process referrals in accordance with Trust policy.
  • Use the integrated computerised hospital information system to determine patient’s appointments, assign appointments, case folder location, etc.
  • Maintaining efficiency in all clinics.
  • Collect and book out of medical records for clinical matters as necessary, ensuring that there location is identifiable at all times. 

Quality and customer care: 

  • Ensure all enquires to the department are dealt with politely, courteously, promptly and professionally.
  • Working with the information department and the line manager to ensure that clinic appointments letters, diagnostic test reports are received by relevant parties within the specific time limits and as part of the prepping requirements.
  • Auditing of Trust quality standards as requested and with regards to any part of the service which may be necessary.

Staff Development and Support: 

  • To train and develop new administrators (bank or substantive) who cover for annual leave, sharing good practice where possible.

General responsibilities: 

  • Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks.
  • Participate in annual appraisals and performance reviews. Identify personal development needs.
  • Attend training and development as required.
  • Help provide cover for the other departmental administrator’s during busy periods, sickness and annual leave and where there is an imbalance of workload.
  • To act as part of the wider multidisciplinary team, including clinicians, nurses, therapists and other clerical and professional staff.
  • Understand and adhere to all trust policies, guidelines and procedures.
  • Support the trust in providing the best experience possible for each of our patient’s.
  • To maintain confidentiality in respect of information obtained at all times.

Other Duties: 

  • Undertake any other duties requested as appropriate to the banding.

Person specification

Admin Experience

Essential criteria
  • Admin experience

Employer certification / accreditation badges

Capital Nurse, LondonApprenticeships logoMindful employer.  Being positive about mental health.Age positiveDisability confident employer

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Samantha Chandler
Job title
Outpatient Supervisor
Email address
samanthachandler@nhs.net
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