Complex Discharge Administrator

Job overview

The post is within Discharge Service at Kings College Hospital, Denmark Hill site which consist of discharge co-ordination for adult wards and provision of a single point of access for delivery of the discharge to assess function.

The post holder will provide a quality administrative service to professionals involved in the admission and safe discharge of adult patients in and out of King’s College Hospital. To be responsible for the accuracy of patient information as it transfers from King’s data systems to those of the Local Authority ensuring accurate data quality. To act as a member of the Internal Flow Hub Admin Triage and promptly deal with telephone and email queries in a professional and timely manner.

Main duties of the job

Answering the telephone in a professional manner and directing telephone queries to the relevant team member, taking messages where applicable. To respond and deal with email queries promptly, efficiently and politely, resolving local issues and referring to other relevant staff as appropriate always maintaining strict confidentiality. To maintain an accurate record on various spreadsheets/trackers and ensuring this information is updated as and when required. To maintain and utilise relevant hospital and social services’ systems, ensuring information is accurate and up to date. To assist the discharge team with printing and scanning of documents when required. To utilise diaries, rotas, movement boards and relevant information to ensure effective communication throughout the team, including setting up meetings and taking minutes when required. To maintain department filing systems in good order and to ensure all papers, correspondence and documents are filed correctly and promptly, assisting with file merging, porting or archiving as required. To work within the time-frames of the Care Act (2014) and be considerate of relevant Department of Health policies that impact the discharge process. To observe and maintain the confidentiality of patient records and staff information.

Detailed job description and main responsibilities

• To process referrals and other information and requests to a high level of accuracy in accordance with the Internal Flow Hub Standard Operating Procedures ensuring it is passed to the appropriate professional/team within specified time-frames. To assist with the further development of the Internal Flow Hub processes to address any changes to the government’s Hospital discharge standards.
• To build and maintain communication lines with those defined in the Key Relationships via Trust email and Electronic Patient Record systems, Social Services electronic systems, in person and via the telephone.
• To regularly monitor and deal with team and individual email inbox activity as set out by process maps.
• To answer and deal with queries promptly, efficiently and politely, resolving local issues and referring to other relevant staff as appropriate, always maintaining strict confidentiality.
• To maintain and utilise relevant hospital and social services’ databases, ensuring information is accurate and up to date.
• To utilise diaries, rotas, movement board and relevant information to ensure effective communication throughout the team.
• To collect, sort and distribute mail, take and pick up and process work/information from others.
• To maintain department filing systems in good order and to ensure all papers, correspondence and documents are filed correctly and promptly, assisting with file merging, porting or archiving as required.
• To scan and upload documentation to the Trust and Social Services’ electronic databases.
• To ensure that stock deliveries are unpacked, checked for accuracy and put away neatly on the day of delivery.
• To develop robust resource management systems to ensure that Borough leaflets and posters are ordered in a timely fashion and displayed and made available as requested.
• Support the recording of statistical and performance management information and to assist in the collation of data for statistical purposes.
• To process small grants (up to £50.00) from the Patient Emergency Support Fund – Adults (formerly known as the Samaritan Fund) monies as requested by the Fund Advisors and their delegates.
• To ensure that all patient property is secured and documented in accordance to departmental policy ensuring that a signature is obtained for release of the property.
• To work within the timeframes of the Care Act (2014) and be considerate of relevant Department of Health policies that impact the discharge process.
• To observe and maintain the confidentiality of patient records and staff information
• To ensure that all administrative desks, visitors book desk and main entry corridor are maintained in a presentable manner.
• To assist other Administrative Support Officers when they are on leave or when another area is particularly busy.
• To interact and liaise with everyone under the terms of King’s Behaviour Standards.

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.