ESSENTIAL KNOWLEDGE AND SKILLS

Proven Knowledge of IPM system
Educated to GCSE 9-4 (A-C)or educated in Business Admin.
Basic Proven knowledge of computerised systems.
Keyboard skills
Previous demonstrable experience in a clinical setting.
Good communication skills
Good telephone manner
Organisational skills
Ability to work under pressure
Good interpersonal skills
Flexibility to cover colleagues during absences
Ability to maintain confidentiality
Good analytical skills
Attention to detail
Job Type: Full-time
Pay: £12.08 per hour
Expected hours: 37.5 per week

Schedule:

• Monday to Friday

Experience:

• iPM knowledge and: 1 year (required)

Work Location: In perso

JOB PURPOSE:

To provide clerical, administration, PTL review, reception & prepping duties for the Maxillofacial & Dental Specialties department.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Case note, Information Governance and iPM training.
To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
To have a knowledge and understanding of the APN’s (Administrative Procedure Notes) regarding the preparation and management of patient case notes. (In house manuals are available for reference)
To print an up to date clinic attendance list prior to preparing clinic.
To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
To highlight any discrepancies on clinic attendance lists to the relevant appointments clerk in a timely fashion.
To ensure that all correspondence for new appointments is up to date for all clinics.
To ensure that the Patient Document Tracing (PDT) system is kept up to date with the movement of patient case notes both into and out of the department.
To follow Trust procedures for the requesting of patient case notes in time to ensure adequate preparation. Once received organising contents of the patient case notes to comply with the Trust standard filing format.
The post holder will require good persuasive and analytical skills where patient case notes have not been traced or prove difficult to locate.
To achieve 100% of case note availability for all clinics.
To highlight to Specialty Coordinator/Senior Nurse with as much notice as possible if patient case notes cannot be located prior to start of clinic. In the event of a temporary folder having to be raised it is the responsibility of the person raising the folder to merge with the original case notes as soon as possible.
Preparation would include ensuring that patient front sheet and labels correspond with the patient details on iPM and the referral letter. If necessary changes to iPM need to be made. Ensuring that the correct chapter card relating to the current appointment is inserted into the patient case notes.
To ensure that outcome forms are inserted into the patient case notes prior to the appointment to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the patient case notes.
To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.
To ensure that the blue boxes containing case notes are emptied, traced into the department and put on the shelves by the end of each day.
To ensure that ‘in house’ libraries are maintained on a regular basis.
It is everyone’s responsibility to ensure that any loose filing is placed in the appropriate section of the patient case notes and to repair any damaged case notes.
To ensure that a firm understanding is obtained of Trust Waiting List & Access policies and be able to work to this guidance.
To ensure that an Individual Performance Review is obtained from the Specialty Coordinator on an annual basis.
To attend meetings with all levels of staff to provide updates and any required changes.
To assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
To receive and deal with confidential telephone enquiries from patients and be able to handle patients’ complaints. Patients may be anxious or difficult to communicate with and there may also be language barriers.
To ensure that an individual performance review is obtained from the supervising line manager on an annual basis.