Virtual Ward Admin Co-ordinator

at  University Hospitals Plymouth NHS Trust

Monitor and run virtual ward email inbox Receive referrals in conjunction with clinical team Consult Virtual ward clinical team if there are discrepancies in referrals Register/ manage/ discharge patients on patient management systems required for virtual ward. Invite new patients for clinical outpatient sessions in conjunction with booking rules and guidelines. Book follow-up appointments that have been requested when instructed to do so by the virtual ward team, using appropriate guidelines, e.g. bloods Liaise with community Coordinator re face to face follow ups, Intravenous capacity.
Telephone patients/ relatives/ carers as required. Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc. Notify appropriate staff members of changes/cancellations to clinics.
Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner Priorities own workload including the overseeing of clinics, discharge letters, medical reports, documents and ensuring that any outward documentation is sent to the correct place. Follow up diagnostic results including scans. Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results. Update and report datasheet during absence / leave.
Provide support in respect of clinical audit responsibilities. Maintaining comprehensive knowledge of computer systems and sharing knowledge of this with other team members. Manage performance reports received from Management Team. Amend detail as appropriate or inform them of any problems or queries.
Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints. Follow procedures for: requesting case notes & raising thin files, organizing contents of case notes, requesting/amending transport bookings, requesting and printing of patient documentation. Ensure all case notes/thin files arriving into and departing from the department are traced on iPMS.
To take an active role in training and mentoring other staff members as requested. Cover opposing areas if requested by line manager. Place appropriate stock and non-stock orders at the request of virtual ward team. Assist in ensure staff appraisals and staff mandatory training are up to date and conducted in a timely manner.
To assist in the recruitment and selection process Cover colleagues during times of absence or increased workload as requested. Assist in maintenance of overall management of the Rota Assist with the management of the ward clerks leave requests using Health Roster system or its alternative Assist with the management of sickness according to the Trust Sickness Policy Work closely with the virtual ward management team Carry out any other clerical duties as determined by the virtual ward. COMMUNICATIONS & WORKING RELATIONSHIPS Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication. To be a team member within the office and able to multi skill within the various areas. To work closely with other admin and clerical staff within the division. To comply with all infection control policies and guidance, attend relevant updates and report issues of concern to their line manager.