Assistant Patient Pathway Administrator - IBD Administrator

Job overview

The overall purpose of this role is to:

• Work as a member of the Gastroenterology IBD Admin team and take a major role in the day to day running of the IBD Service
• Manage and triage the IBD Nursing Advice line to include collection of patient records and details of requests to be passed to the nursing team.
• Book and manage the IBD Nurse Clinics including telemed, face to face and virtual clinics. Check patients in and out, and book follow up appointments as required.
• Contribute to smooth, efficient, and effective general running of the IBD Nursing office.
• Liaise effectively with other administration and clinical staff and communicate with patients and their relatives.
• Assist clinical staff, non-clinical staff and patients with any queries and any other ad-hoc tasks, which may be required.
• Provide admin support to the IBD Multi-Disciplinary Team meeting.
• Work closely with colleagues within the department and to provide cover during periods of sickness/holiday where appropriate.

Main duties of the job

• Retrieve phone messages and emails to the IBD specialist nurse advice line and accurately transcribe onto the spreadsheet and patients record, to enable the nursing team to call the patients back.
• Ability to communicate in an empathic and reassuring way.
• Awareness that communication with patients may be impaired by stress and anxiety due to the psychological burden of living with a life-long condition which can be debilitating.
• Deal with the non-clinical advice line queries
• Complete spreadsheet to include all demographics and changes
• Add telephone Advice Line into EPR Powernote
• Scan email queries into EPR Powernote and onto Patient Electronic Record
• Book relevant appointments and manage as necessary
• Communicate with medical secretaries, the Elective Access Team and other departments to ensure all administration tasks are complete and any last-minute changes have been made.
• Support the audit managed by the Specialist nursing team which includes data entry and completion of established spreadsheet.
• Open the Gastroenterology IBD Specialist nursing post, record all paperwork and distribute accordingly.

Detailed job description and main responsibilities

• Update Biologics spreadsheet with new patients being started.
• Book follow up appointments for patients on biologics.
• Make sure out of area referral forms have been scanned onto EPR.
• Ensure all patient information leaflets and care plans are available and up to date, liaise with printing team (OMI) if more are required.
• For the Young Adult Clinic/Trans clinic book patients into requested appointment slots and liaise with the Paediatric team as to which patients need to be seen in Trans clinic.
• Book patients into both the Telemed clinic for IBD consultant and Telemed clinic for the IBD Nurses, check in and out and book any future appointments as required.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.