Patient Pathway Support - Autism Service

Job overview

The Autism Assessment Team is an MDT service comprising Administrators, Assistant Practitioners, Clinical Psychologists, Speech & Language Therapists and Occupational Therapists.  The service provides autism assessment for children and young people aged up to 19 years old across the Hambleton & Richmondshire and Harrogate districts.

The Autism Assessment Team sits within wider Specialist Children’s Services (SCS): a department providing specialist health services for children age 0-19 of age with mainly physical, communication, learning or developmental difficulties or disabilities affecting their health and well-being.  The SCS comprises administration team, children’s occupational therapy, physiotherapy, speech and language therapy, clinical psychology, specialist nurses, the autism assessment service and community paediatricians.  Specialist Children’s Services covers two key localities, Hambleton and Richmondshire and Harrogate and Rural district.

This role is specifically to provide efficient and effective confidential administrative support to the Autism Assessment Team in Specialist Children’s Services Hambleton and Richmondshire and Harrogate localities.

Main duties of the job

The Post holder will provide efficient and effective administration services for outpatient bookings and patient pathway management.

The post holder will be expected to prioritise their own workload to ensure that registration of all referrals and booking of appointments are in line with the Trust’s waiting time standards and the Trust’s Patient Access Policy seeking reference from the Manager as required.

The post holder will work to defined working procedures to ensure that both electronic and paper information is provided to clinicians for the safe running of outpatient clinics.

A significant responsibility of the role is to accurately record information on to systems and maintain patient appointment information submitted to the Trust.

Detailed job description and main responsibilities

Below are the generalised duties and responsibilities for this post.

• To ensure that medical records are retrieved from around the organisation and from the Medical Records Library using the appropriate aids (e.g. trollies/cages/stools)
• Track medical records using the electronic training system using the 6 digit reference number.
• Ensure that the correct stationery and referral letter is filed in the medical records ready for the outpatient appointment.
• Ensures that medical records are maintained to a high standard, repairing and creating additional volumes where necessary.
• Input patient contact data onto the electronic patient administration system, adhering to the set timetable.
• Support the Trust through the transition to Paper light.
• Provide patients and staff with information regarding waiting times and criteria for prioritisation of referrals.
• Make, change or cancel appointments on the phone in line with Trust policies and procedures.
• Register all paper and fax referrals updating demographic details or creating a new patient registration, if the patient is not already registered, on the electronic patient administration system.
• Print referrals received via the e-Referral System and update demographic details on electronic patient administration system and on the printed referral.
• Be aware of waiting list targets adhering to the relevant policies and procedures.
• Ensure that paperlite clinics have the correct electronic documents in the EPR.
• Update cancer referral files ensuring all patients have attended and the referrals are correct on electronic patient administration system.
• First point of contact for patients, GP’s and practice staff for outpatient appointments and associated queries.
• Send letters to patients where an appointment has not be made via the eReferral System due to unavailability of appointments or a technical issue.
• Take telephone messages or transfer calls to the appropriate member of the team where necessary.
• Undertake reception desk duties on a rota, dealing with patient enquiries, making appointments and directing patients to waiting areas.
• Ensures accurate data input, updating patient demographic details where necessary on the electronic patient administration system.
• Maintain high level of security.
• Be aware and adhere to the Trust policies and procedures regarding confidentiality and complete annual Information Governance Training.
• Maintain a safe working environment by being aware of Health and Safety responsibilities including manual handling and complete associated mandatory and essential training.
• Complete all other mandatory and essential training when required.
• Assist in the training of new staff.
• Provide appropriate cover for other Patient Pathway Support’s as required during sickness and annual leave.
• Book ambulance transport as and when required.
• Sort and distribute the mail received in the Department.

This job description gives only the principal duties and responsibilities of the post and therefore, the post holder may be required to undertake various other duties which are implicit in the principal duties and may be delegated from time to time by the Management Team.