Detailed job description and main responsibilities

Job Summary: 
To provide a caring, efficient and responsive reception and administrative 
support service over 24 hours / 7 days per week to the Emergency 
Department and it's patients, ensuring confidentiality is maintained at all 
times. 

Key Relationships 
To work well with all Health Professionals within the service and outside the service. To work well with colleagues and be a team player. To work well alongside your line managers. 

Main Duties and Responsibilities
To accurately record new and follow up A&E attendances as well as admit 
patients via the Meditech system.

Updating and revising information where necessary, ensuring sensitivity when dealing with complex distressing situations. Ensure that the process for Child Protection Information Sharing is followed at all times.

Effectively deal with all enquiries, via the phone and fax with regards to 
patients, staff, internal and external agencies, with the exception of medical advice.

Ensure confidentiality is upheld at all times.

 Summon via radio link/phone and liaise with hospital porters for patient 
transfers, and retrieval of medical equipment when required.

Alert nursing staff where concern exists over condition of patient.

Ensure all office machinery within the reception area are appropriately used and maintained.

Close down the scanner at midnight and restart.

Identify and log faults when necessary.

Responsible for all general reception office duties e.g. adequate stock levels of consumable including new case notes and ensuring office environment is kept in an orderly clean and safe manner. 

Maintain staffing levels in reception by contacting staff to ensure all 
emergency vacant shifts are covered to ensure no compromise in service 
provided. 

Work unsupervised out of hours, seeking support, guidance and advice from senior nurse/ coordinator in charge of departmental services at the time. 

Accurately record information for clinics via Meditech outpatient 
module.

Negotiating date/time with parent / carer, and cancelling and 
rebooking appointments when appropriate and ensuring all relevant 
clinic documentation is pulled and retrieved prior to clinic appointment. 

Ensure clinic outcomes are recorded and patients are booked in and out 
of clinic.

Identify on the National SPINE patients who have previous 
safeguarding I social care involvement and highlight as per local 
process to clinicians.

Accurately record on the National SPINE attendances at ED to ensure that other agencies are alerted to attendance as necessary.

Attend resuscitation situation and confer with parent I carer to take 
patient details whilst still in major's in order for attendance and 
demographics to be logged onto the PAS to enable clinical notes to be 
recorded in real time.

Record patient information for patients undergoing procedures under Ketamine in the department ensuring they are processed correctly and transferred to A&E and back to the wards on Meditech as appropriate.

Communication Skills 
Provide reception services for patients, staff, public, internal and external 
persons and organisations.

Ensuring appropriate action is taken and any disabilities, cultural and language barriers are supported by appropriate tools and methods. 

Admit patients who have been transferred from other hospitals direct to the wards over the phone, ensuring data is recorded accurately and liaise with bed management and ward staff as required 

Case notes — merge duplication registrations via IT support.

Maintain an effective filing system within the department.

Scan and retrieve A&E documentation using document image processing software.

Print, photocopy and collate appropriate documentation as and when required.

When requested complete and authorise documentation for travel claims and order hospital taxis.

Access NHS National Portal to check GP details and update patient records.

Implementing Meditech and scanning down time and Major Incident Admin procedures.

Participate in updating policy and procedure folder for reception staff.

Manage and prioritise own workload to ensure duties are carried out efficiently and effectively.

Other Duties/Responsibilities 
Undertake any other duties as appropriate to the grade as delegated by the Department Manager

Work flexibly and respond to changes in working practices and procedures when required

Comply with all Trust Policies including:- Promotion of Health and Safety in the workplace.

All employees are expected to observe this policy in their behaviour 
to the public and fellow employees

Responsibility for Research and Development 
Participate in departmental, Trust wide and national audits ensuring that 
documentation is collected accurately and retrieved appropriately