Administrator

Deal with routine patient enquiries. Ensure that electronic tasks are completed in a timely manner.

Assist in monitoring generic email accounts. Send text reminder messages/emails to patients.

Supporting Senior Administrative colleagues. Attending administrative and clinical meetings as required, which may occasionally be outside of core working hours.

General office duties, such as post, scanning etc. Use the e-Referrals system (eRS) and the Electronic Patient Record systems (EMIS & SystmOne) to access inbound referrals and associated clinical documents booked in the Sentinel Healthcare clinical services. Liaise with local Referral Management Centres, GP surgeries and other external organisations as necessary.

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 as necessary in the patient record system 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 these criteria, including late cancellations, should be highlighted immediately to the Administration Manager. Ensure that relevant reminders (either by SMS, email 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 coding and outcomes.

Assist in using the patient record system to ensure that clinical reports and templates are re-produced and sent to GPs (and patients if required) following consultations. Open and prioritise correspondence, ensuring urgent correspondence receives prompt attention.

Scan reports and other correspondence into the patient record system in a timely manner. Work closely with service area colleagues/clinicians to ensure good communication and that 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).

Use other local hospital systems as necessary e.g, EPIC. 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 timely, 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 patient record system in a timely manner.

Request hospital 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 the patient record system. 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 (where necessary) and ensure that patient notes, investigations and radiology images are available. Work flexibly and collaboratively with colleagues and help to develop a positive, supportive culture.

Be prepared to work at various locations to provide appropriate administrative support to clinical teams as required. 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 Maintain an efficient electronic filing system. Responsible for covering colleagues during periods of annual leave and sickness.

Undertake work as directed by the Administration Manager. Adhere to Patient Confidentiality, Information Governance and GDPR policies at all times.