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Detailed job description and main responsibilities

To provide a reception service for outpatients and inpatients, ensuring that the service given is efficient, timely and welcoming, maintaining confidentiality at all times.

To act up in the absence of the Senior Administrative Assistant, covering the duties outlined in their job description.

To undertake filing and administrative tasks as required.

To accurately input and update patient related information on attendance onto the computerised PAS system.  Including the capturing and update of patient demographics at each visit.

To resolve informal complaints or concerns raised by patients at the desk or over the phone.

To deliver correspondence to various departments within the trust as required.  To ensure post (results/appointment letters) are delivered appropriately and timely, in accordance with Information Governance Standards and Confidentiality procedures.

To maintain adequate administrative stationery stock in conjunction with co-workers.

To supervise new staff or staff rostered to cross cover from other areas.

Using own initiative to arrange appropriate transfers for patients, routinely (e.g. Taxi’s and Porters) as required.

To deal with incoming calls and where necessary proactively handle bleep responses for doctors and technicians whilst in clinic.

To ensure all reports are available on clinical web portal in a timely manner and to escalate delays or technical issues to the Cardiac Business Manager.

To ensure all appointments are generated in a timely manner, observing where patients have time sensitive or simultaneous investigations to reduce the number of visits.

Work in partnership with wards and departments across the organisation to make available results for urgent inpatient requests, for example where results support same day discharge decisions or urgent treatment.

To participate in the Group’s Appraisal system and to attend training courses deemed appropriate by Line Manager and/or Business Manager.

To ensure notes are tracked on PAS and collected/delivered safely.

To maintain health and safety legislation with regard to working practices.

To ensure the Private Patient Co-ordinator is informed timely of PP patients attending clinic.

To handle all incoming referrals via post and electronic systems to ensure timely process and booking of appointments, observing given waiting time standards for the department.

Organise and book appropriate interpreters where requested by patients attending diagnostic outpatient appointments.

Ensure adequate security of patient information is in place to protect patient data on and around the reception area.

Ensures patient satisfaction surveys are handed to patients attending clinic as required. 

Collect completed forms for return to Clinical coding.

To ensure the reception area and waiting area are adequately managed in conjunction with health and safety legislation and clinical leaflets are readily available.

To support the implementation of change in administrative policies and operational practice.

Ensure clinics are cashed up accurately in a timely manner.

Escalate clinically urgent matters to the relevant technician in a timely manner e.g. patient falling unwell in reception.

Print clinic lists for technicians on a daily basis to ensure clinics run timely and effectively.

To sign for an accept deliveries for the building, ensuring parcels are passed on in a timely manner.

To collect and collate activity/statistical information e.g. number of patients attending a specific clinic, as requested by the Cardiac Investigation Manager or Business Manager.

Key Working Relationships:

• Group Managers & Group Matrons
• Business Manager
• Consultants including visitors
• Clinical Leads
• Administration Staff
• PALS
• Private Patient Co-ordinator
• Ward Nurses/Receptionists
• Technicians
• Patients/Visitors and external company delivery agents