Admissions Clerk

Job overview

When completing your supporting statement, please refer to the person spec, demonstrating in your application how you match all points, providing examples of experience, understanding and transferable skills.

The Healthcare Operations Department are looking to recruit a 12 month temporary  Admissions Clerk within the Elective Admissions Team at the RAEI, Wigan, working 37.5hrs covering a maternity leave until December 2025.

The service operates Monday - Friday 7.30 am and 6 pm on a rota basis.  You would be expected to work hours within these times as agreed, however it is necessary to be flexible and able to adapt quickly to change and altering work patterns.

You must have experience of working in a busy, customer focused administration / office setting and experience of using IT systems in the workplace.   Must be educated to GSCE level or equivalent level / experience.

This vacancy is open to all internal and external candidates. NHS Employees should ideally secure their manager’s agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as it has been established to provide maternity cover for 12 months or when the substantive post holder returns. Whilst this post is advertised on an acting / secondment basis there is the potential that this post may become permanent in the future

Main duties of the job

The main duties of the role are to provide an efficient and flexible administrative service that supports the clinical staff in the delivery of an effective booking service and to maintain a patient centred approach in the delivery of the service that supports patients in exercising choice.

It is important that you have first class customer service skills along with a professional telephone manner. You must also have good keyboard skills and knowledge of general office systems and protocols in a customer related environment.  Will be covering various admin and clerical duties in line with service demands.

Detailed job description and main responsibilities

The main function of this role is

• To book appointments for patients attending outpatient clinics, pre operative assessment and admission for elective surgery in accordance with booking rules
• Display a professional attitude at all times when dealing with the general public and colleagues alike whilst using effective communication skills to influence the out come in issues causing concern.
• To receive patients attending for elective admission or pre operative assessment, ensuring that all patient demographic details are updated both on PAS and in the casenotes
• Assist members of the clinical staff with any queries concerning administrative processes
• To support and assist team members across sites where there are staff shortages, whilst working as part of one multidisciplinary team
• Deal with enquiries from patients, GP’s and other disciplines of staff regarding bookings.
• Liaise with the consultant staff and medical secretaries regarding arranging urgent admissions and /or outpatient appointments
• Process referrals to consultants for assessment of priority in a timely manner and once the relevant appointment is booked and negotiated with the patient ensure that all the associated documentation is tracked and processed accordingly.
• Liaise with the clinical staff to ensure the delivery of a seamless service for patients attending either as an outpatient or inpatient
• Promote and develop good communication links with all disciplines of staff involved in the booking process both internal and external to the Trust.
• To locate and prepare casenotes for patients attending for elective admission and pre operative assessment and be responsible for the recording on PAS of all patient outcomes within agreed deadlines where appropriate
• To apply Trust and National policies and procedures in order to achieve internal and external targets and deadlines
• To be responsible for the quality and accuracy of all data input of both written and electronic information that they are recording.
• To resolve queries and redirect enquiries by utilising the knowledge and implementation of the 'Booking Methodology' and 'Waiting Time' targets
• To undertake general clerical tasks as appropriate e.g. filing, photocopying
• Responsible for the reporting of any incidents / accidents to the supervisor and participating in the investigation by completing necessary documentation and any relevant follow up processes.
• Produce and send all patient correspondence and information relating to booking in accordance with procedures and data quality standards in a timely and accurate manner in accordance with Trust and National targets and guidelines
• Deal with the cancellation of clinics / theatre sessions and rebooking of patients in accordance with instructions and guidelines
• Maintain the accuracy of IP/OP Waiting Lists by ongoing validation ensuring compliance with access times and targets
• Demonstrate effective communication using the spoken and written word to influence the outcome
• Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English
• Receive and process all messages in accordance with instructions
• Utilise the Trust's IT resources appropriately in line with the policies and procedures
• Maintain accurate, timely and legible written and electronic records