Medical Administrator

Job Overview

To provide an effective, comprehensive and confidential patient-centred clinical administration and secretarial service to the Fracture Liaison Service encompassing booking outpatient clinics and all administration tasks related to these clinics.

Main duties of the job

Working as part of the Rheumatology Fracture Liaison Service based at James Paget Hospital & part of the wider Rheumatology team. Offering the highest standards of customer care to patients and other service users, adhering to departmental guidelines, Standard Operating Procedures and the Trust’s Values and Behaviour & delivering a high quality, efficient and responsive administration service, in accordance with National Guidelines.

Detailed Job Description And Main Responsibilities

1. Deal efficiently and effectively with all written, telephone and face to face enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and non-clinical staff. Delivering appropriate information to the relevant team member/clinician for action, or deal with enquiries under the guidance of the Senior team, providing confidential medical/clinical information as required.
2. Provide routine and non-routine information and non-clinical advice, resolving problems where possible; directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
3. Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
4. Attend to all communications, for example; emails, investigation results on a daily basis; prioritising, actioning and/or escalating as required.
5. Accurately transcribe all correspondence by touch typing from audio/digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. Clinic typing to be transcribed in priority and date order.
6. On completion of each clinic, the post-holder will be required to check that future outpatient appointments and/or investigations are booked and/or requested and, if not, communicate the appropriate information to the relevant team member. Book outpatient appointments under the guidance of the clinicians and/or Senior members of the team.
7. Bring to the attention of the appropriate team member any instructions as directed by the dictating clinician.
8. Inform the Line Manager of any omissions/problems in respect of clinical on-call rotas to ensure continuity of clinical cover and services.
9. Assist patients/relatives/carers by arranging translation/interpretation facilities.
10. Demonstrate and maintain knowledge and understanding of Trust Access Policy.
11. Add patients to the waiting list and send relevant papers for their appointments.
12. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases.
13. Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy.
14. Promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.
15. Adding patients to waiting lists as requested taking into account the urgency of the case and the patient’s preference.
16. Support meetings with minute taking as necessary.
17. Assist Clinic Coordinators as appropriate in the management of Outpatient waiting lists by advising them on patient priority in relation to availability of clinic slots, referring to colleagues for assistance/guidance as necessary.
18. Respond to omissions/problems in the scheduling of follow up appointments, analysing the situation (e.g. patient’s history, hospital procedure and available slots), and requesting advice from colleagues if required.
19. Monitor the requesting and tracking of investigations bringing results to the attention of clinical staff as soon as available. Contribute to the accurate maintenance of same by incorporating results, correspondence etc. as specified by Trust Policy.
20. Provide accurate and confidential information to assist with continued data entry, strictly adherent to Caldicott and Data Protection Act and retrieval of patient information via Trust patient systems and other departmental computer software programmes.
21. Provide secretarial support to clinicians as required, acting upon clinician’s requests, either accurately passing on information to another team member or carrying out any required tasks and, if necessary, under the guidance of the Line manager for the team.
22. Assist with audit work in line with departmental requirements.
23. To assist the team with filing of all patient and non-patient correspondence when required.
24. Deal with incoming mail on a daily basis and pass to the clinician for review.
25. Screen and manage answerphone messages on a daily basis forwarding as appropriate.
26. Provide flexible cover and support to secretarial colleagues to ensure that the department is working optimally to best meet the needs of the service.
27. Demonstrate tasks to new staff or apprentices working within the department as necessary.
28. To liaise with team members regarding proposed annual leave, use of accrued lieu time, appointments etc. and to be responsible for informing the Line manager and gaining appropriate authorisation for own requests.
29. To receive patients, their relatives, medical representatives and the general public as and when required.
30. To adhere to the Trust sickness/lone working policies.
31. To be committed to the PDP process.
32. To attend statutory training days as directed by the Trust and have accountability of own mandatory training compliance.
33. To undertake training appropriate to the role as systems change or procedures are developed.

Person specification

Education And Qualifications

Essential criteria

• 4 GCSE’s grade D or above including mathematics and English or equivalent eg level 2 literacy and numeracy qualifications.
• OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills.
• Experience of working with NHS IT systems.

Knowledge And Experience

Essential criteria

• Knowledge of the importance of confidentiality and data protection issues in a healthcare environment.
• Experience of working with clinical teams.
• A good knowledge of RTT.

Skills And Knowledge

Essential criteria

• Ability to work in a pressurised working environment with frequent interruptions, which often involves multitasking.
• Excellent organisational/time management skills with the ability to prioritise and work on your own initiative when balancing work demands.
• Excellent communication and interpersonal skills and the ability to interact professionally with patients, relatives and other staff groups.
• Ability to deal appropriately with sensitive/confidential information.

Desirable criteria

• Ability to work as part of a team and on own initiative.

The James Paget University Hospitals NHS Foundation Trust recognises the requirement to promote health and reduce ill-health. The Trust is committed to the principles of improving working lives through a number of initiatives such as job share, flexible working and the development of a culture of openness and transparency. The Trust is committed to ensuring that no job applicant or employee receives less favourable treatment on the grounds of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.

‘Prior consideration will be given to NHS At Risk staff within East of England'

Tier 2 Sponsorship : We are pleased to consider applicants who require Tier 2 sponsorship to work in the UK but it is unlikely that we would be able to appoint if a suitably qualified, experienced and skilled UK/Right to work candidate is available. Applying for entry clearance into the UK, must provide a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) will also be subject to this requirement.

Please check your account regularly under “My Applications” to view the progress of your applications. If you do not hear from us within 4 weeks, please assume your application has been unsuccessful.

In submitting an application form, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process.

Please note that should we experience a high level of interest in this post, the vacancy may be closed prior to the stated closing date.