Community Admin Support

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Main Duties and Responsibilities

·         To provide administrative support to the clinic, Midwife team and clinic doctors, as required, ensuring information and processes are in place to support service continuity.

·         To participate in the reception of clinics, including the welcoming of patients, bookings/registering patients, booking of New/Follow-up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patient’s personal details are up dated. 

·         To implement local policies and practice where required, in accordance with Trust policies. 

·         To be aware of issues which may interrupt service delivery, take prompt and appropriate action where required, informing the senior nurse in charge.

·         To manage waiting list activity, admission data and outpatient attendances with Trust IT systems (i.e., EPIC), other associate IT systems (i.e. Galaxy, Medicode) and Trust activity reports (i.e. Patient Tracking List Report) and action any errors

·         To ensure that all clinic facilities are fully prepared and patient records needed for review are made available.

·         To record/update/retrieve data using EPIC/EPR computer systems and any new systems as they are introduced, to acceptable data quality standards. To record data using any manual systems in place. To manage referrals on Choose and Book. 

·         To ensure that all patient demographics are checked and updated to meet recognised data quality standards.

·         To outcome and Code all clinics at the end of each clinic sessions in accordance with the RTT.

·         Responsible for the amendment, cancellation and rescheduling of all Out-patients clinics, to overbook/cancel clinics when requested by the Team Leader.

·         To be available to cover cross site i.e. A/L, Sickness.

Communication

·         To ensure maintenance of good relationships, communications and teamwork with all

disciplines within the department and other departments of the hospital maintaining confidentiality at all times.

·         To answer telephone enquiries and to resolve patient issues and concerns where possible informally.

·         To report any adverse incidents or complaints to the Senior Nurse

·         To be polite, courteous and aware of noise levels at all times.

·         To liaise with external agencies [i.e. GDP’s, GPs, social services etc.] as required.

·         To ensure the telephone is answered within the agreed time in line with the Trust greeting policy.

·         Process referral documentation in line with Trust and National Targets.

Data Management

·         To work in conjunction with the midwife team to ensure standards around data quality are achieved, including ensuring accurate and timely updates and submissions.

·         To work with the department of health to register all patients on tier system so that the

doctors can submit their data electronically.

·         Respect and maintain the confidential nature of patient records and all clinic relate information

Health and Safety / Risk Management

·         To act as health and safety representative for the clinic and to be responsible for completing Health and Safety returns, developing action plans and taking action to address areas of concern 

·         To assist with investigations into adverse incidents, including liaison with the Risk office.

·         To act as Fire Champion for the clinic, attending meetings and completing documentation whenever appropriate.

Professional and Development and Performance

·         Build and maintain a customer-focused, patient- focused approach in interactions with internal staff and external customers including patients, carers, family members

·         Participate in the training program to develop a basic skill set that supports service delivery.

·         Ensure all statutory mandatory training requirements are met.

·         Agree performance objectives and participate in regular performance appraisals.

General

·         The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post. 

·         To observe the rules, policies, procedures and standards of King's College Hospital NHS Trust together with all relevant statutory and professional obligations. 

·         At King’s we are a kind, respectful team:

Kind. We show compassion and understanding and bring a positive attitude to our work

Respectful. We promote equality, are inclusive and honest, speaking up when needed

Team. We support each other, communicate openly, and are reassuringly professional

·         To observe and maintain strict confidentiality of personal information relating to patients and staff. 

·         To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

·         This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder. 

·         All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.