• Utilise computerised systems to locate case note and investigation results and to ensure patient information is maintained and updated.
• Liaising with Private Patient Coordinators where appropriate you will ensure a seamless patient journey.
• Monitor and process referral requests and ensure referral grading outcomes are logged on the appropriate patient information system escalating issues as required.
• Provide patient administration service for regional clinics.
• Courteously and efficiently receive all enquiries ensuring that accurate records are maintained, and the appropriate action is taken in a timely manner.
• Receive and process all incoming correspondence ensuring it reaches the appropriate place within the required deadlines.
• Responsible for maintaining an up to date filing system ensuring the accuracy of patient case notes.
• Take formal minutes or notes at meetings and distribute appropriately.
• Order and maintain stationary / materials in accordance with Trust policy.
• Arrange inpatient appointments, confirming, cancelling, and changing appointments as necessary for both pre-assessment and admission.
• Create, maintain, and make additions to waiting lists.
• Ensure patients are communicated with effectively in relation to their appointments/admissions and that appointments are in line with the Trusts access policy, highlighting issues and taking corrective action where necessary.
• Process requests for clinic/ admission changes, cancellations and creations and monitor attendance at appointments rearranging further appointments as required.
• Provide administrative support for a number of consultants within the clinical speciality area or for the management team, including maintenance of diaries, appointments, co-ordination of leave, co-ordination of expense forms, correspondence derived from any educational / supervisory or research activity.
• Required to provide cover for other Patient Administrators to ensure a consistent and effective administration service is always maintained.

Person specification

Qualifications, Knowledge And Experience

Essential criteria

• Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass level or equivalent standard.
• Either- Level 3 qualification in administration/ customer service or equivalent experience Or- Vocational Level 2 qualification in administration/customer service or an equivalent level of experience.
• Experience as an administrator or secretary in an organisation with a customer focused environment.
• Able to use judgement to make decisions in order to solve problems/enquiries some of which are non-routine and not straight forward.
• Knowledge and experience of secretarial or administrative procedures.

Desirable criteria

• Knowledge of medical terminology.
• Courses / further study attended to demonstrate evidence of personal development.
• Vocational Level 3 qualification in administration/word processing/typing or an equivalent level of experience.
• Diploma level qualification or an equivalent level of experience.
• Experience as a medical or patient services secretary linked to a clinical service or customer focused environment.
• Proficient in the use of all hospital computerised patient systems.
• Experience in understanding and analysing patient pathways.
• Knowledge of both local and national targets relating to RTT and cancer pathways.

Trust Values

Essential criteria

• Patient First
• Working Together
• Always Improving