Job Description

• To greet patients at reception in a helpful, polite and efficient manner.
• Check all demographics details for patients on arrival, updating these appropriately whilst adhering to the Trust policies for data protection and patient confidentiality.
• Register patient’s attendance on EPR in real-time.
• Deal with enquiries in a sympathetic and professional manner using tact and diplomacy when dealing with anxious patients and relatives.
• To book follow up appointments accurately ensuring that the correct referral to treatment (RTT) status is recorded in accordance with Trust guidelines.
• To ensure that special requests for additional support in clinics such as interpreters or sign language services are dealt with timeously.
• To ensure that all reception clinic lists are available, up to date and accurate, recording all late bookings, cancellations and DNA’s appropriately.
• To ensure patients are checked in and out of clinic and future appointments are made on the day of attendance wherever possible and to ensure outpatient procedure activity is captured from outcome forms using the HIM chart coding function in EPR.
• To ensure that all patients’ notes are present and prepared the day before the clinics, highlighting any notes that are missing to relevant line manager for each clinic.
• To arrange return transport for patients attending appointments at the request of the senior nurse or Arriva and Oxford Ambulance.
• To make sure the relevant reception area within the Directorate are kept tidy and in good repair, with any defects being reported to the relevant line manager.
• To be able to priorities your workload and work with minimal supervision.
• To undertake further training as and when required
• As directed by the patient pathway administrators, assist in any other administrational duties that may be required to ensure full administration service is provided within the Directorate.
• This may include providing basic cover for the patient pathway administrators during periods of sickness, annual leave or workload increases.
• Sort and distribute all post received by the department to the appropriate individuals in a prompt and accurate manner.
• Ensure that any patient related filing is done efficiently and in a timely manner. All filing should be filed into the relevant patient health record to ensure an accurate care record is kept wherever possible.
• To achieve this, patient health records must be located and retrieved ensuring that the tracking system is used accurately at all times.
• Use the Electronic Patient Record (EPR) system to locate and track patient’s records when requested to do so by members of the administrative or clinical team.
• Ensure all entries made are accurate and current.
• Comply with the requirements of the Data Protection Act, Access to Health records Act and legislation issued in relation to confidential data.
• Communicate with patients, careers, clinical and non-clinical staff via the telephone and face to face in a confident and polite manner, whilst maintaining patient confidentiality.
• Conversations can be of a sensitive and complex nature.
• Where necessary, during periods of absence, take incoming calls directly if appropriate.
• Maintain emails accounts

Required Knowledge, Skills, and Abilities