Detailed job description and main responsibilities

1.    Pulmonary rehabilitation administration

·         To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.

·         To register patient details on RIO ensuring a high level of data accuracy.

·         To deal with written and telephone enquiries for pulmonary rehabilitation as appropriate.

·         To book new and follow up appointments as required for patients on RIO

·         To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.

·         Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.

·         Provide cover for colleagues during annual leave, sickness and busy periods – this may mean going to different sites.

·         Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.

·         Attend additional training as required and assist new staff with training.

·         On occasion to manage potentially aggressive, verbally abusive visitors which must be dealt with appropriately following agreed procedures and protocol.

·         To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.

·         Manage tidiness and appearance of office

·         To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the team directly to arrange where the patient needs to be booked.

·         To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.

·         Check all the records ensuring all loose pages are filed correctly.

·         Update records as per requirements.

·         Get the Family and Friends Test completed, and other relevant pulmonary rehabilitation surveys, when a patient is discharged, as required

2.    Ordering, Receiving and Despatching Goods

·         Order all stock for services within site as relevant.

·         Maintain skills in ordering on SBS system.

·         To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.

·         To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.

3.    General Administration/Clerical

·         To take messages ensuring complete confidentiality in accordance with Trust policy.

·         General filing duties as required.

·         Accurate data entry.

·         Provide cover for the above duties across all sites as required.

·         To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.

·         Maintain confidentiality at all times.

·         To book translators when requested by clinicians ensuring they are given a relevant code for the service.

·         To be aware of existing processes and offer suggestions for improving services.

·         Take minutes as required.

·         Any adhoc typing required, i.e. letters etc.

·         Ensure all Mandatory training is undertaken in a timely manner.

·         Any other equivalent duties consistent with the level and purpose of the post.

·         To create and upload referrals for patients, and discharge as appropriate on RIO.

·         To send text reminders to patients for appointments via email system

·         To respond to emails as appropriate in a professional manner

·         To upload all patients referred on to the pulmonary rehabilitation live database spreadsheet with accurate patient records.

·         To assist the lead physiotherapist with data collection and monthly statistics of the pulmonary rehabilitation service.

·         To assist with accurate data uploading to national audit database for pulmonary rehabilitation patients.