Job Description
SENTINEL HEALTHCARE SOUTHWEST CiC
Job Title: ADMINISTRATOR
Base :
Sentinel Clinical Assessment and Treatment Services – Main base is at Plymouth Science Park, however there will be a need to work at other sites within the local health locality, including home working if required.
Post Hours: Full time - 37.50 hours per week
Hourly Rate: £9.79 to £10.19 (dependent on experience)
Reports to (Line Manager):
Administration Team Leader
Accountable to (Professionally/managerially):
Operations Manager
Dimensions and Context of Role
To provide comprehensive administrative support across the NHS clinical service areas.
Sentinel Healthcare operate clinical services from a number of local medical sites across the City.
You may be asked to work from any of the sites. We may also consider flexible working to include home working where appropriate when induction and full training had been completed.
Key Tasks and Responsibilities of the Post
- Use the e-Referrals system (eRS) and the Electronic Patient Record system (EMIS) to access inbound referrals and associated clinical documents booked in the Sentinel Healthcare NHS clinical services.
- Liaise with local Referral Management Centres, GP surgeries and other external organisations as necessary.
- Manage internal referrals appropriately.
- Using own judgement bring any GP referrals which may be inappropriate to the Clinician(s) attention.
- Ensure that inbound referrals are appropriately actioned i.e. accepted or rejected.
- Assist in co-ordinating the utilisation of booking slots across service areas, ensuring that capacity is fully utilised. Any under-utilisation to be reported promptly to the Operations Manager, so that appropriate action can be taken in advance.
- Re-book and cancel appointments through EMIS and ERS.
- Any cancellations are to be undertaken following the set criteria for the service. Attention should be given to waiting time. Patients must be rebooked within specified time scales. Any problems meeting this criteria, including late cancellations, should be highlighted immediately to the Operations Manager.
- Ensure that relevant reminders (either by SMS or letter, where appropriate) have been sent to patients informing them of appointments.
- Ensure investigation requests are processed appropriately and results shown to the referring clinician.
- Assist in completing clinical outcomes and that relevant clinical coding and RTT codes are correctly recorded and entered in EMIS.
- Action CNA (Cannot attend appointment,) DNA (Did not attend for appointment) as per agreed procedures.
- Assist in using the Electronic Patient Record system (EMIS) to ensure that clinical reports and templates are re-produced and sent to GP’s (and patients if required) following consultations.
- Open and prioritise correspondence, ensuring urgent correspondence receives prompt attention.
- Scan reports and other correspondence into EMIS in a timely manner.
- Work closely with service area colleagues/clinicians to ensure good communication and that EMIS tasks are appropriately allocated and completed in a timely manner.
- Adherence to Sentinel ‘Referral to Treatment Rulebook’, ‘Referral to Treatment Access’ Policy and to National Referral to Treat (RTT) waiting times rules and assist in making sure those targets are met.
- Assist in ensuring that Inter-Provider Transfer Forms (IPT) are completed and sent, as soon as the clinician requests onward referral to Secondary Care, in line with Waiting List Policy (48 working hours).
- Ensure that generic service nhs.net email accounts are monitored daily and appropriate action taken in a timely manner.
- Liaise with GP(s) or their team(s) when removing patients from the waiting lists as per protocols
- Have a sympathetic and caring manner when dealing with patients, ensuring all queries are handled efficiently and effectively
- Deal with telephone queries from both internal and external agencies in a professional manner in accordance with GDPR and statutory policies and procedures.
- To deal with all enquiries and complaints promptly and sympathetically and inform Senior
- Management of any problems immediately.
- Record accurate patient messages and complete information using the EMIS system in a timely manner.
- Request patient case notes (where requested by clinicians) ensuring that relevant clinical documentation (e.g. referral letter, x-rays, other diagnostic results and other supporting information) is available to the clinical teams in EMIS.
- Maintain patient case notes and other documentation in good order and arrange return appropriately and in a timely manner.
- Assist in arranging and attending MDT meetings (if necessary) and ensure that patient notes, investigations and radiology images are available.
- Work flexibly and collaboratively with colleagues and help to develop a positive team spirit.
- Be prepared to work at various locations to provide appropriate administrative support to clinical teams during clinics.
- Attend and contribute positively and creatively to Administration Meetings.
- Demonstrate a positive, can do attitude in the workplace.
- Ensure that resources are used efficiently and help to identify cost savings.
- Attend and represent Sentinel at external meetings as required, e.g. EMIS Regional User
- Groups, DRSS Provider meetings, eRS User group meetings.
- Maintain an efficient filing system for all administration work within the shared G drive folder.
- Responsible for covering colleagues during periods of annual leave and sickness.
- Will work without direct supervision but with access to the Operations Manager.
- Adhere to Patient Confidentiality and GDPR at all times.
Expected Standards of Behaviour:
Sentinel Healthcare expects that all employees will conduct themselves in a professional manner when interacting with others or when managing colleagues. You will be expected to consider your own behaviour and the impact that this can have on others. Sentinel recognises that personalities, characters and management styles may differ but, notwithstanding these differences, as a minimum standard all staff are expected to:
- Work co-operatively with others in order to achieve objectives
- Manage performance in an appropriate and fair manner
- Give and receive constructive feedback as part of normal day-to-day work. Such feedback should be evidence-based and delivered in an appropriate manner
- Consider other people’s perspectives in order to help reach agreement
- Establish good working relationships.
Training and Development
- Assist with the induction of new staff, both administrative and clinical with regard to Company
- Policies, procedures and IT Systems.
- The post-holder will be required to attend training courses, including mandatory courses, which may be identified as part of his/her PDP.
- To contribute positively to team meetings, bringing relevant issues to the meeting, assisting with the development of the services areas and assisting with projects identified by the teams.
- To attend regular 1-1 meetings with Line Manager.
- Other duties that may reasonably be requested in this post.
Patient Confidentiality
At all times the utmost care and attention must be given to maintain confidentiality of all patient information.
Job Types: Full-time, Permanent
Salary: £9.79-£10.19 per hour
Benefits:
- Company pension
- Cycle to work scheme
- Flexitime
- Free parking
- On-site parking
- Sick pay
- Work from home
Schedule:
- Flexitime
- Monday to Friday
COVID-19 considerations:
As a NHS Healthcare provider, we follow very stringent COVID safety measures whilst in the work place and expect our staff to also strictly observe any national safety guidance in place to protect our NHS colleagues.
Experience:
- healthcare: 1 year (preferred)
Work Location: Hybrid remote in Devon, PL6 8BT
Application deadline: 15/02/2023