Antenatal Administrator

Job overview

The Antenatal Clinic Administrator ensures a seamless patient experience into The Royal Surrey Maternity care pathways and manages the administration of the Antenatal Clinic, supporting the midwives and obstetricians and sonographers. They will coordinate all booking referrals into the maternity service, signposting women into the right community midwifery or out of area pathway, creating the patient record in the Patient Administration System and BadgerNet and booked all ultrasounds from 12 weeks up until birth. They will have responsibility for all administration required during antenatal midwifery & obstetric clinics, including but not limited to; make/reschedule appointments and obstetric ultrasounds, prepare & organise records, adding outcomes to PAS and signposting next steps to women.

Main duties of the job

• To work as a member of the Multi-disciplinary Team
• To provide administration support in antenatal clinic, including meeting and greeting all visitors in a welcoming, courteous and efficient manner. Ensuring excellent patient experience throughout the antenatal clinic pathway and obstetric ultrasound pathway.
• To assist staff with designated tasks under direction and supervision of the Assistant Specialty Manager, Antenatal Clinic Manager and Ultrasound Lead
• To engage in cross training within the team to ensure robust cover is available
• To share responsibility for ensuring that the administration environment is kept safe at all times in accordance with the Health & Safety Act.
• The post holder is expected to have a flexible and “can do approach” in ensuring the work of the department is carried out to the required high standards.

Detailed job description and main responsibilities

• To coordinate the process of women booking their pregnancy with the maternity department. Creating a PAS and badgerNet record, maintaining accurate records of women booked and ensure they quickly and effectively are able to make/receive a booking appointment with their community or hospital midwifery team.
• Responsible for all aspects of antenatal clinic administration, pre/post and during all clinics under the direction of the Antenatal Clinic Manager or Midwife in Charge, including the administration for obstetric ultrasound scans.
• Ensure timely payment of ultrasound scan pictures. Maintain obstetric ultrasound pathway, supporting the booking and changing of appointments as required
• It is essential that the post holder has good communication skills, is organised and assertive.
• The post holder must have a flexible and responsive approach to the varying demands of the post.
• Consistently welcoming, polite, courteous, efficient and sensitive  manner when dealing with women and visitors who may be anxious or worried and displaying a positive approach at all times
• To accompany patients to their clinic floor or other departments (e.g. imaging, triage, labour ward if necessary)
• Deal promptly and in a professional manner with telephone enquiries, taking the necessary action required to assist the caller, and ensuring messages are passed swiftly to the relevant person
• Ensure all outgoing and incoming calls are introduced with the Trust name, department name and staff member’s name.
• To ensure Maternity records are maintained according to record keeping policy and reports are filed accurately in patients records on a daily basis
• To arrange and document appointments for clients and confirm details
• Ensure that patient demographics are correct and up-to-date on Cerner when dealing with a patient query.
• They must be able to prioritise their work effectively and have the ability to work with minimal supervision (at times).
• The post holder must maintain a high degree of confidentiality with relation to service users, employees and sensitive information in accordance with Trust policies and procedures.
• Be aware of the regulations regarding the Data Protection Act and Equal Opportunity Policy according to Whittington Health regulations.
• Respect patient and staff confidentiality
• Liaising as necessary with Consultants, Obstetricians, Midwives, MSWs, medical records and GPs. To carry out any other duties commensurate with the grade as directed by the Antenatal Clinic Manager to ensure that the department interfaces efficiently with them