Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

DUTIES AND RESPONSIBILITIES

1. Planning and service delivery

•    To provide support to the assistant and deputy service manager to ensure the smooth running of operational services in line with service development plans
•    Undertakes assessment of overseas visitors in relation to their eligibility for receiving care following the Department of Health Guidelines 
•    Works collaboratively with colleagues to ensure policy within central administration are developed and adhered to, organising working parties to review policy changes and the impact on these on other service areas.
•    Plans and organises own time and workload and that of the team leaders within the department to ensure prioritisation of work that has an impact on patient care and service delivery. 
•    Co-ordinates activities with other health care professionals where detailed planning is required to ensure the department meets organisational targets for Referrals and Bookings and Outpatients Reception
•    Produces regular monitoring and highlight reports and risk assessments for the Divisional Management team.
•    Provides advice to patients / relatives on an individual basis, providing non–clinical information with regards to queries, complaints, and appointment issues
•    Undertakes interviews with patients/ relatives with regards to patient surveys and patient experience audits. 

2. Financial Management & Business Planning

•    Authorised signatory for payments in relation to equipment for Referrals and Bookings and Outpatients Reception
•    Support the assistant and deputy service manager in the day-to-day budget management duties, including monitoring spend against outpatient and central administration budgets.
•    Develops and monitors schemes and action plans to implement cash-releasing efficiency savings targets. 

3. Human Resources 

•    Supports the assistant and deputy service manager in the day to day management of staff within Referrals and Bookings and Outpatients Reception
•    Supports the clinic supervisors in managing absence and undertaking return to work interviews.
•    Ensures annual appraisals are undertaken on all line managed staff, monitoring the training and developmental needs of the department and supporting the clinic supervisors in addressing those needs.
•    Supports the assistant and deputy service manager in the initial stages of disciplinary and grievance procedures.
•    Responsible for the training and induction of Referrals and Bookings and Outpatients Reception staff; supporting the team leaders in delivery of training.
•    Provides training on electronic patient record and clinic management systems to clinicians and other staff within the division.
•    Provides guidance and advice on clinic management systems to the administration chambers across the Trust.
•    Completes monthly absence reports for section using ESR, highlighting  issues to be addressed 

4. Communication

•    Communicates complex and contentious information on health record and information management issues with clinicians, senior managers within Trust and across other external organisations and agencies.
•    Provides advice on legislation governing health records to non-health records staff.
•    Communicates and reassures patients and relatives, daily, with regards to queries about new patient referrals 
•    Regularly attends and participates in team meetings and works closely with the assistant service managers within the division.
•    Ensures effective and lasting relationships with colleagues, staff, patients and other stakeholders are developed.
•    Develops and implements processes that support good communications within service areas and the division. 

5. Information Resources, Audit, Research and Development

•    Maintenance of CareFlow/ EPR systems to ensure accuracy of information stored on systems and accuracy of medical records scanning processes.
•    Manages the storage and retrieval of information/ notes from health records library in line with Trust policy.
•    Responsible for the asset register for Referrals and Bookings and Outpatients Reception, ensuring that it is up to date and accurate.
•    Participates in delivering change projects in service improvement and patient experience.
•    Takes responsibility for personal continuing professional development

The above indicates the main duties of the post which may be reviewed in the light of experience and developments within the service.  Any review will be undertaken in conjunction with the post holder.