Physio and Occupational Therapy Service

Royal Wolverhampton NHS Trust; Wolverhampton; On-site; GBP 19,000 - 23,000; Full time

Job summary

The Royal Wolverhampton NHS Trust is seeking an Administration and Clerical Assistant to support the Physio and Occupational Therapy Service. You will handle patient data on PAS and national databases, provide a patient-focused reception, and process referrals and clinic bookings with attention to detail.

Join a busy department within a trusted NHS Trust renowned for its diverse teams and commitment to compassionate care. Flexible working requests considered where possible.

Qualifications

• Excellent communication skills and keen eye for attention to detail and accuracy.
• Ability to work accurately with data entry in PAS and national databases.
• Strong customer care mindset with professional conduct.

Responsibilities

• Assist day-to-day admin & clerical duties within the department.
• Input, update and monitor patient information on the PAS and create/amend clinics as required.
• Process referral letters per the Patient Access Policy and coordinate appointment times with patients.
• Prepare physiotherapy and occupational therapy treatment notes for initial and follow-up visits.
• Ensure security of patient notes and information within the department.
• Coordinate patient slots, contact patients, and arrange first appointments per waiting time standards.
• Support the Clinical Lead in processing new referrals and liaising with external organisations.
• Handle telephone calls and enquiries and route as appropriate.
• Work with secretarial staff to develop an efficient team supporting the department.

Job description

An exciting opportunity has arisen within the Physio and Occupational Therapy Service to support the new Community Stroke Model and the wider teams as appropriate. To undertake administrative and clerical duties associated with the administration function of the service supporting extensive national and internal data collection, via national databases and excel spreadsheet working within current operational practice.

You will need to have excellent communication skills and have a keen eye for attention to detail and accuracy.

To provide a patient focused reception service, ensuring that good customer care is provided at all times. To overcome language barriers wherever possible using available resources as necessary e.g. interpreters, ensuring that all patients are dealt with in a courteous manner.

To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System (PAS). To accurately create and amend clinics on PAS as required.

To process referral letters in accordance with the Patient Access Policy, agreeing a convenient time and date with the patient once the administration process has been accurately completed.

To prepare Physiotherapy and Occupational Therapy treatment notes for initial and follow-up attendances.

To ensure the security of case notes and all other patient related information within the department.

In collaboration with other A&C staff, to ensure maximum utilisation of patient slots, contacting patients and arranging first appointments in accordance with the Patient Access Policy and departmental waiting time standards.

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

1. To assist with the day to day operational supervision of the defined admin & clerical team within the department.
2. To assist with ensuring that all staff are fully trained and equipped to undertake their roles, identifying any issues to the Directorate Management Team.
3. To provide a patient focused reception service, ensuring that good customer care is provided at all times. To overcome language barriers wherever possible using available resources as necessary e.g. interpreters, ensuring that all patients are dealt with in a courteous manner.
4. To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System (PAS). To accurately create and amend clinics on PAS as required.
5. To process referral letters in accordance with the Patient Access Policy, agreeing a convenient time and date with the patient once the administration process has been accurately completed.
6. To prepare Physiotherapy and Occupational Therapy treatment notes for initial and follow-up attendances.
7. To ensure the security of case notes and all other patient related information within the department.
8. In collaboration with other A&C staff, to ensure maximum utilisation of patient slots, contacting patients and arranging first appointments in accordance with the Patient Access Policy and departmental waiting time standards.
9. To assist the Clinical Lead in the processing of new referrals, liaising with external organisations as required and ensuring transfer of referral information in a timely and confidential manner.
10. To process telephone calls and enquiries and take appropriate action.
11. To work closely with Physiotherapy & Occupational Therapy secretarial staff to ensure the development of an efficient team to effectively support the Department.
12. To arrange transport for patients as required.
13. To amalgamate treatment physiotherapy and occupational therapy notes where more than one record exists and to ensure that all treatment notes are filed in the recognised format.
14. To ensure Hospital case-notes are ordered for clinics as requested and returned to file promptly.
15. To be responsible for the timely processing of all incoming and outgoing mail.
16. To respond in a professional and sensitive manner when dealing with confidential issues.
17. On behalf of the Directorate Management/Clinical Team order and maintain stocks of stationary and therapy aids/equipment as required.
18. To be responsible for the supervision of more junior staff and to take responsibility for the smooth running of the Administration and Clerical service.
19. To collect relevant statistical data relating to patient activity including waiting list data.
20. To support the Directorate Management Team with the implementation of procedural and policy changes which arise from the further development of the department or Trust.
21. To support the Directorate Management Team in ensuring that all staff are fully trained in departmental procedures, including the operation of computerised systems within the department
22. To ensure paper notes are scanned onto the Clinical System within 5 working days of receipt.
23. To co-ordinate medical-legal requests as directed by the Governance Lead
24. To be aware of the security arrangements in your own working area.
25. To work closely with Administrative & Clerical staff to ensure that essential work is completed during colleagues' periods of absence.
26. To attend mandatory training sessions and undergo training as required and to keep a record of own continuing development.
27. To maintain a record of learning with support as necessary.
28. Actively participate in own staff development and review in order to identify personal development plans and training needs.
29. To adhere to and comply with all relevant Departmental and Trust policies, procedures and practices.
30. To provide secretarial support to Outpatient Department staff at the request of the Directorate Management Team.
31. At all times to behave in a professional and responsible manner.
32. On a rotational basis, act as a Fire Warden and attend refresher training as required.