Clinic Prep / Clerical Administrator

Hours: 37.5 hours per week (Monday to Friday)

Job overview

• To be responsible for the timely preparation of medical notes within the Outpatient setting, including planned activity and additional clinics.
• To ensure that case notes are stored and filed in accordance with local policies and practices and that patient confidentiality is maintained at all times, A good ability to work on own initiative is essential.
• To Provide admin support to the Nursing team when needed.
• Provide cover for the Plastic Trauma reception desk and Hand Centre reception desk when needed.
• Good IT skills, including basic Excel.
• Working in an open plan office to help with additional workload within the admin setting, including; updating electronic records.
• The role may necessitate assisting patients and outside agencies with patient related enquiries.

Detailed job description and main responsibilities

• Preparation of daily outpatient clinics.
• Assessing options and decision making in regards to location case notes, taking account of systems and other available information.
• To ensure that all case notes are logged on the electronic tracer system.
• To deal with external/internal enquiries in a courteous and efficient manner.
• To be aware of patient confidentiality at all times.
• To carry out the filing of case notes when required.
• To carry out the preparation of case notes for outpatient appointments.
• To carry out the preparation of case notes for admissions when required.
• To carry out the photocopying of case notes when required.
• To carry out the scanning of case notes when required.
• To deal with the any phone enquiries when required.
• To ensure attendance at mandatory training sessions, involvement in appraisals and personal development plans and adherence to Trust policies.
• To work under standard operating procedures (SOP’S).
• To carry out admin work in an office environment; including, filing, open post, updating spreadsheets with patients information/test results when required.

Person specification

Education and Training

Essential criteria

• Good general education including GSCE in Maths or English (or equivalent).
• Keyboard and computer skills (Microsoft office).

Desirable criteria

• Patient Administration System (PAS) training.

Work Experience

Essential criteria

• Experience in Experience of working as part of a team in a multi-disciplinary environment.
• Ability to demonstrate customer care skills.

Desirable criteria

• Experience in NHS or similar organisation.

Knowledge, Skills and Abillities

Essential criteria

• Excellent written/verbal communication skills.
• The ability to work to tight deadlines and prioritize workload.
• Able to develop good working relationships amongst team, colleagues and clinical staff.
• Willingness and ability to learn new IT skills and technology.

Person Quailites/ Special Circumstances

Essential criteria

• Able to work flexible to meet the needs of the service.
• Ability to act under direction from senior members of the team.