Working as part of the SouthWest Thames Renal & Transplantation Unit team at St Helier Hospital, you will liaise with clinical, nursing and administrative staff, providing administrative support and ensuring that patients are efficiently assessed for dialysis transfer to satellite dialysis sites. You will be central to the team ensuring all renal dialysis patients are booked for clinic appointments, pre-transfer appointments, investigative treatments, diagnostic procedures and will track patient progress throughout. You will also ensure that patients are informed with reasonable notice and that all relevant paper work is completed for their transfer. This includes ensuring that all parts of the patient pathway are promptly and accurately recorded on the appropriate PAS system(s) including Cerner iClip and Renal EPR (CV5).
Responsibilities
- Provide administrative support to consultant/clinical teams, including management of clinicians’ diaries/timetables and ensuring optimal utilisation of outpatient clinics and treatment sessions.
- Record and amend referral letters, outpatient status forms, waiting list cards, PAS letters and patient leaflets accurately and comprehensively on the Trust PAS system(s). Verify patient identity details and demographic information during encounters.
- Maintain efficient systems and processes relating to patient attendances and transfers, keeping accurate computerised and manual records.
- Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence, capacity tracker spreadsheets and MDT meeting minutes.
- Ensure that all patient transfer and capacity information is accurately recorded on databases such as CV5, Cerner iClip, PACS and other relevant systems.
- Schedule patients in accordance with NHS Constitution, Health and Social Care Bill 2011 and Trust patient access, booking and choice policy, and reschedule cancellations as required.
- Where appropriate, undertake pre-assessment of new patients in line with defined protocols, verifying medical details and advising on medication, starvation, allergies and transport.
- Maintain and update patient records, including registration and waiting list data, ensuring compliance with the Trust Medical Records Policy.
- Facilitate completion of prior approval/exceptional treatment forms prior to patient attendance in line with the South West London Effective Commissioning Initiative.
- Liaise with clinical staff to ensure specialist equipment is available and that clinical teams are aware of patients with specialist needs.
- Contribute to quality and cost improvement/CQUIN initiatives to improve services.
- Arrange translation services in liaison with the appropriate departmental manager, ensuring availability for the duration of patient attendance.
- Maintain an efficient system for tracking healthcare records and X-rays, keeping medical notes in order and transferring documentation to appropriate departments.
- Liaise with the Clinical Coding Department to ensure accurate and prompt coding of medical records upon admissions.
- Collaborate with partner organisations to facilitate patient treatment and record comprehensive demographic and waiting list information.
- Coordinate with Cancer Services MDT Coordinator(s) to ensure timely treatment of patients with suspected or confirmed malignancy.
- Notify GPs via telephone, email or other communication methods regarding attendance outcomes and diagnostic results, and ensure patients receive appropriate treatment.
- Ensure diagnostic appointments are booked within appropriate timescales and results are available.
- Maintain confidentiality of patient information in line with Data Protection Act provisions.
- Actively seek opportunities for continuous professional development and lifelong learning.
- Ensure health, safety and welfare compliance, including non-smoking policy adherence and compliance with group policies.
- Provide cover for colleagues during annual leave and sickness.
- Undertake any other duties reasonably related to the role, subject to appropriate training and agreement of permanent changes.
Collaborates with
- Haemodialysis Matrons
- Renal TRI Management Team
- Renal Operational Management Team
- Renal service staff including commercial partners
- Transport Engagement Officer
- Hospital/Trust Staff
- Quality & Risk Management
- Service Users
- Colleagues and Office Based staff
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