Detailed job description and main responsibilities

As a Failsafe & Administration Assistant you would be responsible for

• Maintaining patient data lists within the specialised database as directed by the Failsafe & Administration Co-ordinator
• Identifying patients who may have become lost to follow up and implementing corrective procedures
• ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary
• the validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action
• Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion.
• Provide support and cover as required for all Failsafe & Administration functions.  This will involve dealing with telephone enquiries from all sources, assisting with booking patients for screening and Ophthalmology appointments. Validating patient data and ensuring each patient status is correct
• Monitor Post Office returns, and refer back to the General Practice when invitations or other screening communications are returned, and ensure that effective protocols are in place to ensure that records are maintained
• identify own learning needs and jointly plan training requirements with your line manager

Communication

• Communicate in a sensitive manner with patients who may be distressed after the delivery of bad new
• To liaise with software suppliers to rectify any issues and implement any changes
• Manage and deal with confidential information
• Provide reception cover for clinics, if necessary, which will include greeting patients dealing with face-to-face enquiries
• Participate in team meetings, including booking rooms and circulating associated documents, as required
• To liaise with medical secretaries, medical records team, and screening administration where appropriate.
• To deal with telephone calls with calmness, discretion and compassion – ensuring strict confidentiality at all times
• To contact GP surgeries as required to assist with enquiries and patient queries
• To maintain an excellent working relationship with Health Care Professional enquiries and patient queries
• To maintain an excellent working relationship with all service stakeholders 
• Imparts complex information to patients and employs influencing skills to help to persuade patients to attend clinics

Service Delivery and Improvement

• Maintaining patient data lists within the OptoMize database as directed by the Failsafe & Administration Co-ordinator
• Identifying patients who may have become lost to follow up and implementing corrective procedures
• Tracking patients referred through the Ophthalmology process and auditing their care, ensuring those patients who require treatment following referral from the Retinal Screening Unit have this arranged
• Identifying conflicting outcomes between Ophthalmology and Diabetic Eye Screening and advising the Failsafe Officer accordingly.
• Assist with the presentation of information for the purpose of reporting, discussing and presenting retinal screening data to internal/external parties
• Maintain compliance with all Trust and WSDEPS policies and procedures
• To ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary
• To ensure an excellent level of customer service is maintained at all times
• Validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action
• Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion and under the guidance of the WSDESP policy Ensure all invitation and result letters are sent by following the WSDESP protocol
• Ensure that any new and amended National Screening Committee Failsafe & Administration Policies are read and understood and any revised processes are adopted
• To ensure that the weekly returns of patient activity in Ophthalmology are actioned in accordance with the WSDESP protocol
• To validate patient check reports provided by the Failsafe & Administration Co-ordinator
• Ensure outcomes from Ophthalmology consultations are entered onto the screening programme database
• Ensure that all information entered onto the database is completed in a timely and accurate manner

People Management and Development

• To be responsible for own personal development
• To be able to provide advice, or demonstrate own activities or workplace routines to a new or less experienced member of staff in own work
• Participate in the Trust appraisal process

Patient Care Delivery

• Provide support and cover as required for all Failsafe & Administration functions.  This will involve dealing with telephone enquiries from all sources, assisting with booking patients for screening and Ophthalmology appointments. Validating patient data and ensuring each patient status is correct
• Monitor Post Office returns, and refer back to the General Practice when invitations or other screening communications are returned, and ensure that effective protocols are in place to ensure that records are maintained and periodic reviews take place when new addresses are not immediately identified
• Ensuring all Opt Outs are dealt with by following the WSDESP guidance
• Ensure that the processes for notifying the programme about patients treated outside of the screening programme catchment area are followed

Learning and Development

• Attend mandatory training updates as required
• Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
• Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
• Identify own learning needs and jointly plan training requirements with your line manager
• Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.