Administration Clerk – Emergency Department

Job overview

We are currently looking for flexible and hardworking individuals, to join our team of valuable and conscientious administration staff.

The Emergency Department is a very busy and demanding area of work but can offer great job satisfaction to its staff.

The role will involve:-

• Data entry of patient’s information,
• Clinic booking,
• Scanning Patient information and admissions,
• Working to support a team of Clinical Staff to provide a high standard of all aspects of care to all of our patients and their relatives.
• Working rotational shift patterns over 7 days

Part time and full time positions available.

Previous applicants need not apply.

Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received, you are therefore advised to apply at your earliest convenience.

Please note, interviews may include assessment tasks.

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

You must have a flexible approach to working in order to meet the needs of the service. The role will include rotation to early, late and night shifts and it is therefore essential that when applying you are able to meet the required shift patterns.

The role is 'front of house' and the successful candidate will need to provide high level customer service at all times and possess excellent communication skills, be of smart appearance and professional at all times. Previous experience within a similar setting or busy reception area is essential, Keyboard skills are essential and full training will be given to become familiar with systems operated within the unit.

Please see the attached Job Description and person specification for full details.

Detailed job description and main responsibilities

• To provide patients, visitors and Colleagues with Polite, helpful and courteous reception.
• To act and respond appropriately with tact and persuasion when faced with agitated and aggressive patients and members of the public.  e.g. (poorly and anxious patients and relatives, patients under the influence of drugs and alcohol, or attending with mental health issues.
• Accurately register Emergency Department patients’ demographics as they arrive in the department using the Trust Medway Clinical Systems cross referencing against NHS Spine Portal ensuring systems are updated real time following departmental procedures to ensure duplicate registrations are not created. Printing up to date Patient demographic labels.
• To work as directed by the nurse in charge for rapid registration of ambulance cases.
• Identify any overseas visitors by checking present address and previous address within the last 12 months; notify appropriate Overseas Visitors Liaison Personnel; ensuring patients complete overseas documentation for their consultation.
• Facilitation of Clinics including booking/ rearranging of appointments, preparing, attending and closing Clinics in real time generating and sending of GP attendance letters real time ensuring CQUINN Targets are met.
• Ensure all health records and health record supplements are produced as necessary, traced, despatched and received on the Patient Administration System using appropriate Case Note Folder Location and following data quality procedures.
• To register all health records (HRS) movements for patients' being admitted to hospital, including dispatching HRS notes to other locations in the Trust. Ensuring delivery to nursing staff of original Emergency Department documentation and/or health record supplements incorporating continuation sheets and appropriate patient identifiable information
• Management of patient out of hour’s process for issued prescriptions.
• Arranging Ambulances transport and taxis for patients and relatives as requested
• Preparation of Patients Health Record in readiness for electronic Scanning ensuring compliance with set operational procedures.
• Scanning of all ED documentation relating to the Patient attendance into Electronic Document Management System in real time.
• Produce barcode sheets for each Health record to be electronically scanned.
• Clean, test and calibrate scanners before use each day.
• Scanning of archived A&E documents adhering to defined process model parameters and auditory benchmarking procedures.
• To provide cross cover working for all areas of the Emergency Department inclusive of the Emergency Assessment Unit, Paediatric Area, Stretcher Triage and Reception ensuring a comprehensive administration service is delivered, completing registers and updating computer system.
• Deal appropriately with all enquiries and requests, via fax, telephone and e-mail, ensuring a responsive service is delivered.
• Deal with complaints on a first line basis or refer to nurse in charge of clinic or relevant department/ member of staff.
• The post holder will be responsible for the undertaking clerical duties to support the process of the Trust’s patient activity and to meet the relevant departmental targets.

TRAINING RESPONSBILITIES

• Attend all IT training and keep abreast of updates as they occur.
• Attend all Trust Mandatory and departmental non-clinical training.
• To ensure Annual Adult and Children’s safeguarding Level 2 training is up to date.
• Be aware of the Records management, Information Governance, Caldicott, confidentiality and data protection act
• To attend relevant customer care workshop and Develop Personal Resilience course.