Are you highly motivated and flexible with excellent communication and keyboard skills?
An exciting opportunity has arisen for enthusiastic individuals to become a part of the Central Services Directorate administrative teams ensuring that patients coming into the department are dealt with in an efficient, timely and courteous manner. Supporting the medical staff using the Careflow patient administration system.
The successful candidates will rotate between all Central Administration areas and will learn a wide array of skills from frontline services to back-office duties. Full training and support will be given.
Responsible for registering and triaging new patients to The Christie on the appropriate patient administration system including routine use of case note tracking system.
Responsible for the retrieval of outside notes and films and reports as requested.
To contact patients by phone with regards to their appointments and to annotate in CWP.
To book patients’ transport as per protocol and request interpreters as appropriate
File all relevant paperwork into patient case notes appropriately.
Print out and copy relevant paperwork that has been requested via the SARs
team.
Collate and disseminate all incoming and outgoing correspondence appropriately.
To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patient’s treatments and appointments, and effectively communicate queries from patients, GPs, Hospices, and other outside agencies. Develop positive and working relationships with managerial, non-clinical and clinical staff across the Trust.
Show compassion and understanding when exposed to destressing/emotional and unpleasant circumstances taking personal action/escalation to resolve patient issues concerns or complaints.
Communicate sensitive information in a diplomatic manner with departments both internally and externally.
Work flexibly on a rotational rota as and when required.
Work independently at times.
The Christie specialises in cancer treatment, research and education. It is the largest single site cancer centre in Europe.
Treating more than 44,000 patients a year from across the UK, we became the first UK centre to be officially accredited as a comprehensive cancer centre. We also have our own dedicated hospital charity to improve care for our patients and their families.
DUTIES AND RESPONSIBILITIES
- Meet and greet visitors into The Christie at the Oak Road reception and be welcoming and polite.
- Assist in assessing the patient’s eligibility for NHS treatment and inform the appropriate senior member of staff in order for queries to be investigated.
- Responsible for the retrieval of outside notes and films and reports as requested.
- Monitor the Health Records email inbox from internal staff and action emails accordingly.
- Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team. To work to tight deadlines, reorganising schedules in own workload in order to achieve these deadlines
- Ability to respond positively to frequent interruptions and unplanned changes during the working day
- Input and analysis of relevant patient data on a range of systems and web portals.
- To deal with requests for copy notes from Hospices and other hospitals.
- Use multiple systems including CWP and Careflow to merge duplicate patient records.
- Amend and update the patient administration systems with any notified changes to patient details [ e.g., patient address, death] Regular and routine filing of the case notes in the medical records libraries which house over 150,000 items.
- Maintenance of library, i.e. movement of files to appropriate storage areas and ensuring tidiness of shelving including culling within the local policy.
- Support the administration of case note requests, photocopy case notes prior to dispatching to other hospitals, hospice etc
- To be responsible for updating the hospital case notes tracking system, making sure that the location of case notes is accurately recorded at all times.
- To ensure casenotes are neat and tidy with no loose paperwork. Repairing splitting untidy or large casenotes.
- Sign post and direct patients to the correct departments for their appointment.
- Use the teletracking system to arrange for porters to transport patients to appointments.
- To contact patients by phone with regard to their appointments and to annotate case notes where necessary.
- Prepare casenotes for outpatient clinics a day in advance and track them to appropriate department.
- Receive skinny notes back from the wards and file all relevant paperwork into patient case notes appropriately
- Retrieve case notes from file that are eligible to be sent to offsite storage and ensure they are accurately tracked on Careflow.
- Collate and disseminate all incoming and outgoing correspondence appropriately.
- Support any staff members that come to the library to retrieve notes and guide them to the correct location.
- Responsible for supporting all administration staff with daily tasks particularly during peaks in workload.
- To liaise with other departments/hospitals/any other agency as required ensuring all telephone enquiries are dealt within an efficient and confidential manner.
- General maintenance of individual case notes by filing loose reports, letters, and results into appropriate sections, and separating by sections to create new volumes as appropriate.
- Support in the training of new members of staff within a given area as required.
- To attend team meetings with the team leader.
- To work collaboratively with staff and patients to comply with legislative requirements and best practice in acknowledgement of managing diversity, equal access and equal opportunities.
- To identify personal training needs and actively participate in the development of appropriate training sessions. To attend training sessions run by the core Health Records team and other appropriate courses, as required. To provide cover for other clerical staff in the case of annual and sick.
