Detailed job description and main responsibilities

Provide general administrate services required by the department including photocopying, filing, typing duties posting documentation and other office routines to assist colleagues when the need arises.

To deal with enquiries on behalf of the Clinical Team either by telephone, personal contact or correspondence, within agreed limits and take appropriate action, i.e. ensure appropriate documentation is available.

Ensure that relevant health records and prescription charts are available to the Clinical Team when required and anticipate demand wherever possible.

Ensure all correspondence and documentation is filed and/or scanned promptly and cross referenced whenever necessary and general office filing.

Prepare and collate information as required and input to database if appropriate, in conjunction with Trust requirements.

Assist with the patient pathway to ensure they have been completed correctly and ensuring that telephone clinics are booked onto CAMIS, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards when required.

Assist the Clinical Team and on receipt of test/investigation results ensure these are passed on in a timely manner to the Clinical team.

Ordering Stationary and clinical supplies via EPROC.

Checking blood results on NHS systems, ensuring any abnormal results are escalated to the clinical team.

Liaise with other hospital departments, GP’s and other health care agencies when required, ensuring that complex and sensitive information is communicated clearly with internal and external colleagues.

Preparing and checking documentation in a timely manner for external reports, send blood reports to GP on request.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notifications of sickness and absence and participation in individual appraisal.

Update appointment diary: booking appointments considering factors such as staff availability, weather, main clinic activity, type of treatment etc.

Outcome patient appointments and book new appointments from referrals.

·       Maintaining and updating database for SOS appointments, carrying out audits as required for submission of data.

       Monitor appointments ensuring drug charts are taken to pharmacy and medication is in the department prior to patient’s appointment.

·       Monitor progression of prescription requests following outpatient appointments to ensure medication is available to patient via the in-home delivery service within specified time frames.

Mailshots, send blood monitoring reminder letters to patients when they fall behind on blood monitoring.

Keep accurate records of all homecare companies and prescriptions.

·       Update departmental specific databases

Receive and log telephone calls via the Neurology helpline and email, using analytical and judgemental skills to prioritise clinically urgent cases, escalating to clinical team for prompt action.

Prepare and collate administrative packs for the clinical team.

·       Able to provide support and reassurance to distressed patients, assessing clinical needs and signposting to A&E in a clinical emergency. Listening to complex and distressing medical complaints, taking appropriate action.

To actively participate and contribute in departmental meetings, working collaboratively with the Nursing team to implement policies and procedures where appropriate, and undertake service development in line with Trust policy and guidelines.

To use deescalating and negotiation skills to deal with challenging situations that may arise.