AMU Front of House or Medical SDEC Administrative Staff

Company Description

This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System.

Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff. Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust.

The Acute Medical Unit is a busy department, with capacity for 108 inpatients alongside an Same Day Emergency Care Unit which can see upwards of 50 patients a day.

The department has bespoke area’s for same day emergency patients, GP admissions as well as delivering short stay and medical admission, treatment and discharge. The department is led by a highly motivated group of consultants, nurses and administrators who are committed to providing high level care with a drive to develop the service further. The current team is a very cohesive, enthusiastic and supportive and works well together.

, Job Description

Job Summary:

To provide administrative and clerical services within the Urgent Care Group, ensuring efficient, effective and high-quality service is provided.

This role includes working as part of a multifunctional internally rotating team across a variety of roles on a monthly rota which runs 24 hours a day, seven days a week, 365 days a year.

The teamwork within the dedicated speciality clinical areas to facilitate a smooth running of the patient journey by ensuring co-ordinated and streamlined administrative process revolve around the patient and their individual needs.

The roles are across the Acute Medical Unit, Medical Same Day Emergency Care (SDEC) and Short Stay Unit which include:

• Inpatient admissions, transfers, and discharges
• Providing reception services for our SDEC and Acute Medical Unit services
• Tracking and filing of patient notes
• General administrative duties
• Data Quality
• Ensure that patients on pathways or time sensitive follow ups are seen within appropriate timeframes to follow up and close DNA’s
• Work alongside consultants to bring existing pathways up to date
  
  

Cross Team Functions:

• To ensure that systems and equipment are in situ to allow the admin team to work efficiently and effectively.
• Attend board rounds, book patient transport, chase patient reviews when providing ward clerk support.
• Effectively manage their own time to complete time sensitive tasks during each role rotation.
• Be competent with five core functions within the AMU Multi-Functional Team
• Utilise computerised tracking systems to locate case notes and investigation results
• Monitor work lists to monitor consultant workflow and escalate to team leaders if necessary.
• Capture and distribute clinic outcomes
• Ensure follow ups and diagnostics are booked
• Create a working environment which encourages high morale and optimum performance.
• Assist in the development of operational plans and procedures ensuring changes are implemented following departmental reviews.
• Communicate effectively with the teams on a timely basis ensuring robust systems exist so that staff feel informed. Work alongside other colleagues covering duties when absent.
• Liaise with appropriate departments to ensure that any new services introduced run smoothly and efficiently.
• Be able to communicate both across the Trust and inter-departmentally with all levels of staff: Medical; Nursing; Clinical; support staff and other members of the multi-disciplinary teams. Being able to communicate using empathetic and sympathetic skills when dealing with patients.
• Be responsible for seeking advice whenever the need arises.
• Promote and ensure good customer relations.
• Responsible for collating and distributing statistical information for the department.
• Responsibility for ensuring that staff are managed, and standards of work are maintained and Trust policies for the management of staff performance are adhered to.
• All staff are compliant on Mandatory training.
• Appropriate risk and other assessments are completed and documented in a timely manner in accordance with Trust policy.
• Defective equipment is reported and made safe without delay in accordance with Trust procedures.
• Infection prevention and control procedures are followed by all staff within their area of responsibility.
• Liaise with Nurse in Charge (NIC) to ascertain current priorities and issues when working in clinical areas.
• Ensure delivery of all administrative functions of the role, including but not limited to the tracking and transferring of patients into and out of the department, tracking and filing of patient notes, and accurate, real-time maintenance of Trust information systems and patient records.
• Access patient records from the electronic database as required.
• Booking in of all patients onto the Trust Information Systems and ensure that all patients are tracked out of the Division in real time.
• Carry out the selection and duplication of records for validation auditing.
• Utilise all appropriate information systems (OCEANO, PAS, APEX, Bedview, GRAHPNET, Incoming Incidents Tracker, Patient Tracker Display, JCPR)
• Ensure the non-clinical environment within the Emergency corridor is well organized, clean, and tidy.
• Prepare for all admissions and discharges from the ward, ensuring good communication and preparation of necessary documentation.
• Arrange patient transportation as required.
• Stock ward areas with adequate administrative supplies as and when required.
• Support Clinical staff with administrative duties as and when required
• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
• Always keep requirements in mind and seek out to improve, including achieving customer service performance targets.
• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities, and No Smoking.
• Act in such a way that always the health and wellbeing of children and vulnerable adults is safeguarded. Familiarisation with and adherence tothe Safeguarding Policiesof the Trust is an essential requirementfor all employees. In addition, all staff are expected to completeessential/mandatory training in this area.
• Respect the confidentiality of all matters that they may learn relating to their employment and other members of staff. All staff are expected to respect the requirements of the Data Protection Act 1998.
  
  

, Qualifications

Qualifications

• Excellent standards of customer service
• Educated to GCSE standard or equivalent.
• Previous administrative experience
• Experience of working in an NHS Trust environment
• Previous clerical/reception experience in a similar role
• Literate and numerate
• Knowledge of Hospital systems (i.e. PAS)
  
  

Skills And Knowledge

• Ability to use a personal computer with knowledge of word processing, and Windows applications.
• Working knowledge of clerical procedures.
• Ability to supervise staff and give clear guidance of expectations.
• Ability to communicate in written and oral English.
• Ability to understand and work with administrative and medical processes and practises.
• Knowledge of dealing with highly sensitive / patient confidential information.
  
  

Experience

• Ability to cope with occasionally unpleasant working conditions and exposure to acute complex situations, anxious and distressed patients and relatives and care of the seriously / terminally injured or ill.
• Strong interpersonal skills
• Ability to work as part of a team and also alone
• Strong administration skills
• Effective communicator both orally and on paper
• Skill in working with cross-functional teams
• Ability to act and ensure delivery
• Responsible and flexible attitude and approach.
  
  

Additional Information

For more information please contact Kelly Williams (Service Manager for Acute Medicine) [email protected] or Leah Smith (AMU/SSU/Medical SDEC Administrative Manager) on [email protected]

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