Admin Clerk

DUTIES AND RESPONSIBILITIES Meet and greet visitors into The Christie at the Oak Road reception and be welcoming and polite. Assist in assessing the patients 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 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 or 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 off site storage and ensure they are accurately tracked on Careflow. 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. This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

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