Assistant Patient Administrator - Inpatient Wards

Job overview

• To provide an effective and efficient reception, clerical and administrative service to patients, visitors and nursing staff in order to support the delivery of optimum patient care.
• To act as the initial point of contact for patients, visitors and callers to the ward ensuring their needs are met promptly and politely.
• To assist the unit staff in the smooth running of the ward by taking responsibility for the routine administrative aspects of the ward’s organisation.
• To assemble all relevant patient documentation in preparation for expected patients and arrange discharge or transfer of documentation when necessary, liaising with appropriate staff
• To maintain an accurate electronic account of current and expected patients
• To support the Matron, Ward Sister and multi-disciplinary team in the strategic and operational development of the service.

Trust Vision & Values:

The post holder is expected to have a clear understanding of how this post contributes to the achievement of the Trust vision and uphold the Trust values.

Main duties of the job

Key Responsibilities

1.0 Reception

1.1 To promptly and politely receive all patients and visitors to the ward, ensuring that their needs are responded to in a helpful and appropriate manner.

1.2 To answer all telephone enquiries to the ward, ensuring that callers needs are clearly established, accurate messages are passed on promptly and that callers are transferred to other colleagues when appropriate.

1.3 To assist the ward staff in ensuring all public areas of the ward are kept neat and tidy and that any hazards or faults are appropriately reported.

1.4 To cover the essential duties of other Ward Receptionists during their absence whenever necessary.

1.5 To facilitate family updates by coordinating with the relevant teams. This will not include providing any clinical information.

Detailed job description and main responsibilities

• Administration & Clerical
• To ensure that the appropriate medical records are available for all patients on the ward and that  they are kept in a neat and tidy order with admission paperwork being correctly filed after the patients discharge where required.
• To ensure that correct patient details are accurately recorded and updated in the patient record, electronic systems and department books where required.
• To ensure that the Admissions Co-ordinators, Overseas Patients Manager and Private Patients Office are promptly provided with appropriate details of individual patient admissions in accordance with Trust policies relating to Eligibility for NHS Treatment and Private Patients.
• To admit patients onto the Cerner system, whether elective or non-elective, under the correct encounter.
• To ensure that all inpatients are admitted under the correct consultant.
• Provide administrative support to daily board rounds, ensuring accurate information is entered onto the Trust electronic patient systems (e.g. Cerner, Care Coordination Solution) of patients’ anticipated discharge dates (ADD).
• Ensuring accurate information is entered onto the Trust electronic patient systems (e.g. Cerner, Care Coordination Solution) of patients discharged, to either other wards, hospitals, or home.
• To support the ward staff by sorting the post, liaising with other departments and co-ordinating the correct completion and distribution of documentation relating to patient referrals, discharges and deaths et
• Please refer to JD in more detail.