Admissions Clerk

at  University Hospitals Sussex NHS Foundation Trust 279

Complete responsibility for the consultants operating diaries utilising a full knowledge of surgical procedures, duration of operating times, and theatre availability. Production of letters which inform patients of the appropriate admission times, dates and eating instructions, in accordance with their anaesthetic requirements. This follows detailed and sensitive negotiations with patients relating to their availability for surgery, with consideration being given to the correct application of the Patient Access policy. Collect waiting list cards from the clinic and input the information on PAS.
Great attention to detail is very important and all information must be transcribed exactly to the consultant requests. Information must be added within a deadline and letters sent to the patients, stating an estimated waiting list time, dependant on each procedure and each consultant. Ensure all relevant patients details are entered on the PAS system, including booked admissions and updating of patient information for all providers. Organise interpreters where necessary, for patients operations, and pre-operative appointments.
Maintain records of such bookings and pass information regarding each booking to relevant staff. Flag up the need for cover when annual leave is booked or cancelling theatre time accordingly. Maintain and update the consultants waiting lists. Prioritise urgent patients, and make sure government targets for the routine waiting lists are being met.
Highlight immediately and in a timely fashion any conflicts that might mean patient waiting time targets could be breached. Be aware of, and able to adapt to any changes in trust policy and general operating systems. Compile and update patients personal details on PAS database, and amend their files accordingly. Create files for new patients and request notes from other trust hospitals for patients that have been seen at different hospitals.
Complete responsibility for ensuring that all patients receive pre-operative assessment within a strict time allowance. Defer patients, where appropriate and liaising with GP surgeries regarding a patients medical status. Arranging further outpatient appointments where necessary. Collect pre-operative assessment case notes from wards/clinics and record patient attendances on PAS.
Provide consultants with lists of patients who do not attend and write to the patients and their GP, in accordance with the Directorates DNA policy. Ensure notes and other relevant information for the Pre-Clerking of patient is prepared. Comprehensive knowledge of clinic booking and procedure management is essential. Ability to liaise and if necessary book patients into clinics appointments in the out patients department, produce letters and cancel and rebook as needed.
Track all case note movements as necessary on the computerised tracking system. Coordinate the mapping of patients to beds, liaising with ward staff and bed managers to ensure that clinical priorities and trust policy is adhered to. Production and distribution of weekly admissions list, to medical secretaries, wards, theatres, and any other party that requests a copy. Be responsible for ordering any specialist equipment needed by theatres, and arranging this in time for sterile services departments to action.
Understand all specialities of in-patient activity within the hospital. To know the standard operating procedures for all consultants in order to answer queries from patients/GPs and other trust staff. To be able to provide cross-cover for other admissions officers when they are on planned annual leave or are away with sickness. Manage systems for accurate filing of admission cards and referral letters, so they can be retrieved at any given time.
Produce statistical information about the operations done, cancelled or deferred for the Consultants and Trust. Deal with large volumes of day to day enquiries from patients/GPs/Trust staff in a courteous, sympathetic manner. Communicate with all patients due to be admitted by any provider unit used by UHS. Ensure beds are booked for all elective admissions, endoscopies, bed rest, X-Ray or other trust departments.
Ensure that patients notes and other relevant information is prepared and delivered to the appropriate ward, provider prior to admission. Manage an efficient waiting list system in accordance with Trust policy. Fully understand the Trusts Patient Access policy relating to patients choice and be able to implement systems and answer questions from patients regarding this. Where necessary arrange admissions for private patients.
Communicating with the consultants private secretary and the wards, and producing the appropriate admission lists. Maintain an efficient system to monitor patients directed to the private sector for treatment. Collect daily cancelled operations forms from theatres and amend details on the waiting list. Rearrange admission if necessary, make follow up appointments or discharge as necessary.
Record all attendances and outcomes on PAS. Where necessary discharge patients in accordance with consultants requests and update details on the computer systems. If patients cancel their appointments where appropriate discharge them, inform their GP’s and send out written confirmation to the patient, thanking them for advising the Trust that they would not be attending, or no longer need treating. Make appropriate changes are made and written in full onto PAS and ensure the Patient Access policy is appropriately interpreted and applied incorrectly suspending or altering their Korner wait

Please refer the Job description for details