[ref. c1840424] Administrator Assistant- Gastroenterology Clinical Assessment Service
Job overview
The post holder will be responsible for the administration of the Gastroenterology Clinical Assessment Service (CAS), in line with the Standard Operating Procedures and agreed pathways.
Main duties of the job
The post holder will accurately record and maintain the database tracking patients on the CAS pathway, and ensure that all data is correct and up to date. Patient confidentiality will be adhered to and patients will be treated with respect and courtesy at all times.
The post holder will have excellent communication skills, the ability to work well under pressure and as part of a team and have a desire to provide a first class service for our patients. This role requires a degree of flexibility and vision as the service evolves.It also requires an ability to exercise judgement and draw upon secretarial and administrative experience to support the service in its operation and development.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required.Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Detailed job description and main responsibilities
Key Responsibilities:
- Manage the CAS database and ensure that the information recorded in it is accurate and up-to-date. This includes:
- Recording patients on the CAS database as the referral comes in.
- Recording outcomes once patients have been reviewed by a consultant in CAS on the database.
- Book patients into the CAS diagnostic clinic on i.PM within the timescale specified by the department to meet pathway guidelines.
- Liaise with GPs and other referrers when necessary to obtain further information for clinicians prior to patient’s review in CAS.
- Ensure that patients reviewed in CAS are booked in a timely fashion for any outpatient appointments and diagnostic tests. This involves liaising with the Outpatient Department and Endoscopy.
- Track all patients on the CAS pathway. This involves checking and monitoring when the results of diagnostic tests have come back and informing clinicians, so that patients can be reviewed in a timely manner. Liaise with clinicians on next steps for patients.
- Highlight any capacity issues to the clinical and managerial team which may delay when patients are seen.
- Upload proformas completed by consultants to Viper/Mediviewer within specified timescale.
- Send out letters to patients and GPs informing them of the outcome of their CAS review, including the details of requested diagnostics and appointments.
- Arrange relevant kits, including blood forms and faecal calprotectin kits, to be posted to patients.
- Supporting the delivery of the service through the ordering and maintaining office supplies and stationery. Supporting with the ordering of pathway-specific equipment using the Trust’s procurement system.
- Where appropriate, liaise directly with patients by telephone to communicate outcomes and address queries regarding the CAS.
- Record the number of patients coming through the CAS pathway and outcomes on a monthly basis, and support the Hepatology Administration Manager in undertaking a monthly audit of the service.
- Work collaboratively to support clinicians in the management of their individual Gastroenterology waiting lists and deal with enquiries/queries relating to the CAS.
- Work with the RTT team to meet specified targets. This includes the following:
- Ensure that all CAS 18 week wait/TCI forms are completed and processed.
- Manage the RTT pathway waiting lists for CAS patients, escalating any possible breaches to the Service Manager.
- Provide waiting list and tracking data as required for CAS patients.
Person specification
Qualifications
Essential criteria- Educated to GCSE level or equivalent
- Customer service or business administration qualification to vocational level 3 or equivalent experience.
- Previous experience managing patient pathways
Communications Skills
Essential criteria- Excellent verbal and written communication skills
- Experience in communicating with people of all disciplines
Experience
Essential criteria- Demonstrates having met deadlines involving high volumes of data within strict/tight timeframes
- Working within a team or independently
- Understanding complex and sensitive information
- Previous NHS experience
Knowledge
Essential criteria- Understanding of the need of confidentiality awareness at all times
- Computer literacy and numeracy, including proven use of Microsoft Office packages [or equivalent]
- Understanding of the importance of working to deadlines
- Understanding of the importance of accuracy in a data collection environment
- Knowledge of administrative procedures
- Knowledge of 18 week and cancer targets
- Proficiency in Ipm, Evolve and ICE
Skills
Essential criteria- Keyboard accuracy
- Proven problem solving skills
- Demonstrates analytical and judgmental skills
Personal Skills
Essential criteria- Flexible and pro-active approach
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.