Patient Admin Coordinator

The purpose of this role is to provide an efficient and high standard of clerical service within Maternity; to ensure that a welcoming and professional service is provided to patients and visitors; to ensure the smooth running of admin & clerical processes within the Maternity service. Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.,

• The ability to work with the Patient Access Team to monitor & develop the efficiency of our pathway of referral through to patient appointment.
• Diary management for Consultants & Junior Drs.
• Transcription of patient letters using the Dragon voice recognition system.
• Dealing with requests relating to complaints.
• Management of the Medirota system for Drs Annual & Study Leave.
• Liaising with the Patient Access Team regarding Drs Annual & Study leave dates to ensure that clinics are reduced or closed as appropriate.
• Using EPR & Orbit+ to produce data reports
• Support the Patient Access Team leader & Service Manager with the implementation and training of paperless systems for Maternity.
• Implementation of the induction program for new Drs including liaising with college tutors & medical staffing, booking EPR training & e-mailing relevant information to all parties.
• Management of bleep lists.
• Management of contact lists.
• Circulation of interdepartmental e-mails.
• Management of Advanced Training Skills Module (ATSM) for Trainee Drs
• Liaising with Clinical Coding to monitor incomplete Powerforms, e-mail Drs & educational supervisors to ensure these are actioned in a timely fashion.
• Liaise with other Trusts to request Patient Records, Ensuring an effective Administration service for the Maternity service including Midwifery & Obstetrics.
• Co-ordinating, monitoring and initiating appropriate changes within administrative processes along the patient pathway to ensure the patient's journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
• Communicating complex information regarding specialist pathways to all levels within the organisation including medical staff.
• Maintaining an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
• Following the Trust tracking procedure for the movement of all patient notes
• Induction of trainee Doctors
• Assisting with the ongoing digitalisation of admin services with Maternity
• Facilitating effective communication between team members
• Ensuring that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients whilst overcoming barriers to communication
• Implementing Trust and team policies/procedures if necessary, The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
  
  BTEC or equivalent level of knowledge of a range of Trust policies and management procedures, requiring ongoing on-the-job training and experience
• NVQ 3 or equivalent NHS experience
• Excellent keyboard and computer skills, Working knowledge of relevant hospital systems; Viewpoint, Badgernet, EPR, Scanit and Attend Anywhere; Full working knowledge of Microsoft Office, including Outlook, Email and Word; Understanding of patient confidentiality and data protection (inc HFEA if required); Ability to establish new working systems and patterns.
• Full working knowledge of Microsoft Office, including Outlook, Email and Word
• Understanding of patient confidentiality and data protection (inc HFEA if required)
• Ability to establish new working systems and patterns.
Desirable criteria
• Use of and ability to manipulate Excel
• Knowledge of the Trusts Policies and Procedures
• Understanding of medical terminology, Experience of working in a multi-disciplinary or busy team environment
• Previous admin experience; Experience of working under pressure; Experience of working to protocols and procedures; Experience of talking to patients/service users; Meticulous attention to detail and completion of tasks to deadlines.
• Experience of working in the NHS or similar organisation, Excellent customer care skills to support a positive patient experience
• An articulate, confident manner, both face to face and on the telephone
• To have excellent organisational skills with meticulous attention to detail
• Must work using own initiative and work independently in own role
• Excellent time management and task management skills in order to respond to the demands of the post
• Excellent oral and interpersonal communication skills that can be applied with confidence to communicate with colleagues, patients and their families or carers where barriers to understanding exist
• Ability to interact in a professional, respectful and effective manner and to be an ambassador for the department
• Meticulous attention to detail and accurate completion of complex tasks to deadline
• Ability to have difficult conversations
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.