Ward Administrator

Job Purpose To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites. Key Relationships Hospital Director Clinical Management Ward nurses Outpatient nurses Customer Engagement Team Customer Experience Team Patients Consultants Key Responsibilities Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner. Organise, scan and attach documentation to patient records. Ensure that patients are admitted and discharged on the relevant systems and that copy EDNs are filed in the patient notes on discharge. Liaise with clinical, finance and admin colleagues as well as consultants and colleagues from EKHUFT to ensure the smooth running of the hospitals. Ensure that admission packs and notes are prepared and available prior to patient admission. Plan and organise the transfer of patient notes and provision of relevant documentation, using the NHS PAS / Allscripts and inhouse systems, ensuring their availability for the nursing team, consultants prior to patient admission and for the coders after patient discharge. Assist in the preparation reports, both ad hoc and regularly scheduled, internal and external, ensuring accuracy and timeliness of submission. Provide excellent customer care, showing tact, empathy and discretion in dealing with patients and relatives. Answer and direct phone calls and emails, providing excellent customer service and liaising with colleagues across the business to ensure that queries are dealt with efficiently. Assist with bed planning. Assist with the annual review of departmental policies and procedures to ensure they reflect good practice and ensure requirements are complied with. Assist in the annual review and updating of hospital SLAs. Order ward and office supplies Assist in the ordering of theatre equipment when required. Financial Liaise effectively with the finance and administration teams to handle and resolve patient queries. Liaise with the Finance and coding team to ensure that patient stays can be coded and invoiced in a timely manner. Business Development Develop in depth service knowledge and offer information about our services to our clients. Keep up to date with new services offered. Arrange meetings with any new prospective clinical colleagues. Promote, be available and offer tours of the unit to any patients wishing to view the ward prior to choosing Spencer. Quality Assist the clinical management in retaining the ISO9001:2015 (Quality Management), ISO14001:2015 (Environmental) and Investors in People accreditations. Maintain an accurate medical record system. Ensure all computer systems are kept up to date at all times e.g., EDN, Sunrise, NJR, Patient Centre and Compucare Assist in any clerical duties considered necessary for the smooth running of the hospital, such as helping to locate consultants, collate and file all patients notes on admission and / or discharge, ensuring that they are complete and in the correct order, Assist with any stock take requests. Assist with audits and site inspections as directed by the Hospital Director Carry out any other administrative duty that facilitates the smooth running of the ward reception as directed by any clinical colleague. Workforce Participate in in-house training sessions, attend meetings and discussions as and when required. Maintain stock levels of all pre-assessment paperwork, forms and pathways. Work as part of a team providing cover at all sites as and when required. Prepare and maintain off-duty rotas for the ward, making optimum use of staff over a six week period.

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