Assistant Patient Pathway Administrator

Job overview

• To assist in the provision of a professional, comprehensive and effective administrative service to the Hepatology Secretariat. Work as part of a team to provide secretarial and clerical support for the unit as required.
• To develop and maintain a high quality service, ensuring the service is effectively and efficiently delivered to all patients and colleagues.

Main duties of the job

• Review and despatch of clinical, administrative and general correspondence by digital transcription.
• Ensuring that clinic letters are sent out promptly to General Practitioners.
• Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
• Ensuring investigations have been requested and tracking results with hospital notes to ensure appropriate action is carried out in a timely manner.
• Proactively manage patient pathways on Electronic Patient Record (EPR) to ensure patient is on correct pathway and discharged when appropriate.
• Use of Clinical Intranet for obtaining results as appropriate.
• Use of EPR to search and amend patient records. Use of EPR to check appointments booked for patients as requested.
• To ensure the unit’s GP advice line is being actioned and to ensure charges are correctly processed.
• Efficient and sometimes urgent despatch/delivery of hospital notes as requested.
• Liaising with Medical Records to return and retrieve hospital notes as required.

Detailed job description and main responsibilities

• Ability to prioritise and organise own workload.
• Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
• Maintain an efficient administration system within the office in order to achieve high quality standards in a demanding and constantly changing environment.
• Work flexibly, as necessary, to cover peaks and troughs of work across the department and to cross cover other members of the team when absences occur.
• To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
• Any other duties as directed by the Admin Manager / Consultant
• Use of the Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of sending out within 7 working days.
• Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems via phone or email.
• Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
• Update patient details on EPR and other Trust and departmental record systems as necessary, including updating GP and Patient addresses. Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade as required from your line manager or the Directorate Management team.

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.