Administrative Assistant- Receptionist

Job overview

To provide clinic prep services to all clinics within the department.

1. Implement policies and procedures to maintain efficient department/office and filing systems to facilitate the smooth running of the administrative services.
2. Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain basic medical procedures.
3. Responding to internal emails and Powerchart messages actioning them as necessary.
4. To support our Network Renal Units Milton Keynes, High Wycombe, Stoke Mandeville and Swindon when cross cover required.
5. Updating patient details and viewing events using Patient Administration Systems (EPR). Registering patients.
6. To liaise with other departments as required.
7. checking in and out patients, caching up clinics, managing missing follow up and deferred appointments,
8. Booking patient transport
9. Open or close the Outpatient department
10. Work independently making decisions within own role with minimum supervision.

Working for our organisation

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel

• Liaise with multidisciplinary team to assist the prioritisation of clinical procedures
• Book procedure arrangements into EPR and other systems at times appropriate to individual patient request, clinical priority and procedure & electro-medical equipment availability.
• Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys for multiple procedures.
• Communicate politely and effectively enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients or imaging services.
• Convey any changes to appointments sensitively with clear explanations for movement.
• Maintain high levels of customer service at all times delivering compassionate excellence
• Provide appropriate information and instructions to patients and carers and healthcare staff regarding clinical procedures.
• Enter relevant clinical and demographic information into clinical database system EPR or other PC based systems (E.G. Microsoft Access/Excel).
• Sorting incoming post and taking appropriate action
• Use knowledge of National and local waiting-time standards and liaise with clinical staff to ensure breach does not occur.
• Use appropriate EPR functions to locate and list patient appointment arrangements.
• Arrange patient transport/translators where appropriate in line with Trusts protocol.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner.
• Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic
• Scanning medical reports and results, ensuring that these are recorded and filed promptly and properly within patient records.
• Contribute to the development, maintenance and implementation of local policies and operating procedures.
• As necessary and appropriate, demonstrates skills to junior administrative/clerical and clinical staffs.
• Contribute to the development and implementation of patient and staff surveys
• Participating in all mandatory training including all training regarding 18wk patient pathways management.
• Participating in the training of new and temporary staff.
• Maintaining confidentiality of all patient information.
• Promoting and maintaining personal and team development.

Person specification

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