Frailty Administration Assistant

Allscreens Nationwide Ltd; Knowsley, Sefton; On-site; GBP 20,000 - 26,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking an experienced Administrative Assistant to support the Frailty Department and the clinical team in day-to-day duties. You will handle EMIS and Careflow data entry, appointment scheduling, and correspondence for patients, while ensuring confidentiality and accurate record-keeping.

The role requires liaison with wards, consultants, secretaries and GPs, with responsibilities including minute taking, admin tasks, and backfilling as

Responsibilities

• Monitor appointments and ad hoc community visits.
• Support the frailty medical team and the Consultant Practitioner in day-to-day work.
• Type letters via dictation for the clinical team.
• Update EMIS / Careflow and other potential EPR systems and spreadsheets with patient data.
• Ad-hoc clerical duties including MDT participation, meeting facilitation and action tracking.
• Manage patient attendance for Frailty Falls clinic and schedule diagnostics.
• Call patients to offer convenient appointment times and send letters/literature.
• Ensure patients are offered date/time choices within NHS waiting times.
• Telephone patients with cancellations/admissions details and update records.
• Liaise with team leader and admin coordinator about late cancellations and backfilling.
• Record and update patient information on Careflow and EMIS in real time.
• Cover colleagues in Frailty Admin Services as needed.
• Book urgent patients with ward and operational services in mind.
• Maintain up-to-date electronic diaries and coordinate with staff at multiple sites.
• Adhere to Health and Safety and Trust/Department policies.
• Take minutes at meetings and prepare action plans.

Job description

KEY DUTIES Monitor appointments and ad hoc community visits. Support the frailty medical team and the Consultant Practitioner in their day-to-day work. Type follow up letters via dictation for the clinical team. Update EMIS / Careflow (and other potential future EPR systems) and spreadsheets with patients data. Ad-hoc clerical duties to include participating in MDT, facilitating meeting, actions as appropriate. Support the admin coordinator who is responsible for organising patient attendance for Frailty Falls clinic ensuring that the diagnostic investigations are scheduled appropriately for clinical needs. This will involve telephoning and booking appointments using a number of computerised systems. To compile and update waiting lists for necessary diagnostics procedures. Monitor patient lists from Monitor referrals from the NHS e-referral system. Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, GPs etc.). Ensuring confidentiality is strictly maintained and complying with Data Protection Act. Contact patient to offer appointments that are convenient, agree and book date and arrange for letter and appropriate literature to be sent to the patient. Ensure that all patients are offered a choice of date and time for their admissions with reasonable notice within the relevant NHS maximum waiting times. Telephone patients with details of cancellations/admissions when required. Cancel and re-arrange admissions/attendance as and when needed (via ward, consultant, patients etc.). Liaise with Team Leader and Administration Service Co-Ordinator over late cancellations and arrange any backfilling if appropriate. Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNAs are followed up and recorded efficiently. Provide general advice and guidance to patients and relatives on admissions/attendance. Inform wards, secretaries, consultants and the Frailty team of all arranged attendances or any changes/cancellations. Recording, accessing and updating Patient Information on Careflow and EMIS system in a timely and accurate manner. Cover colleagues in other Frailty Admin Services. When booking urgent patients, ensuring wards, TCI requirements, operational services, are aware of patients attendance/admissions. Keep electronic diaries up to date. Liaise with all other staff clerical, secretarial, wards, GPs, Community Nurses and other Clinical Staff. Use computer software/systems word, excel, Emis/ Careflow / Careflow Connect. Maintain a safe environment within the workplace whilst adhering to Health and Safety policy. Cover colleagues sickness/annual leave when necessary. Ensure all up to date Trust and Departmental policies and procedures are adhered to. Performing all ad-hoc clerical duties as required i.e. E-mail, photocopying, typing and telephone calls. Ordering, organising and monitoring equipment for teams including EBME checks and equipment for new starters. Minute taking at meetings and typing up, typing up action plans. Typing up action plans. ADMINISTRATIVE RESPONSIBILITIES Ensure patient activity is recorded real time on relevant Trust Information System. TEACHING & TRAINING RESPONSBILITIES Take part in Trust appraisal process, agreeing objectives and a personal development plan annually. As required, attend regular mandatory training and other training courses relevant to the job. RESEARCH & AUDIT Participate in and assist in audits

Liverpool University Hospitals NHS Foundation Trust

Liverpool University Hospitals NHS Foundation Trust