Admin Assistant

Job overview

Clerical Officer / Appointment booking

A Clerical officer / appointment booking clerk is required for  Planned care assessment unit, the post holder will provide admin support to the clinical staff within the Pre-Operative Assessment Unit and book follow up appointments. The post holder will also assist with clinical enquiries, filing and other associated administrative tasks.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

To book follow-up appointments for the Pre op assessment in preparation for elective surgery.

To provide a clerical service to the patients attending the  Planned Care Assessment Unit and for members of staff working within the Planned Care Assessment Unit.

To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamline service for the patient.

Detailed job description and main responsibilities

• 1.      Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes. 2.      Case note management including: 3.      Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or admission and ensuring accurate patient document tracking. 4.      Ensuring that patients’ medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff. 5.      To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services. 6.      To establish and maintain effective channels of communication with other departments, including: Answering and making telephone calls as directed by Administration Manager. Taking and passing on messages for all staff within the Unit. Answering voice mail. Sending and receiving e-mail and faxes. Photocopying information as requested. Opening, distributing and actioning post as appropriate Arranging transport for patients as required. 7.      To report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with. 8.      To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System). 9.      To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM. 10.   To book patients’ appointments into pre-assessment, anaesthetic and exercise testing clinics. 11.   To deal with distribution of case notes after clinic. 12.   Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment 13.   Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments 14.   Take appropriate action in response to telephone calls from patients, GPs     and other agencies using initiative, within Trust guidelines 15.   To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave. For further information please see attached JD&PS