Detailed job description and main responsibilities

1.    Collate the monthly test activity for all private and billable non RUH pathology tests from master excel lists into separate lists for each user.

2.    Prepare excel pivot tables including test activity and prices per location.

3.    Raise monthly invoices on the RUH Agresso system for Blood Sciences, Cellular Pathology and Microbiology billable tests adding relevant back up information

a.    Provide monthly/quarterly invoice data for all pathology disciplines to management.

b.    With the Pathology Management Team agree test charges as and when required for NHS and Private Pathology. Maintain an up-to-date list of all NHS and Private Pathology test costs.

4.    Communicate with a variety of users e.g. GPs, other NHS Trusts, regarding test price and invoicing queries by email and telephone.

5.    Provide a complete medical administrative service which may include, patient correspondence, copy and audio typing, editing and formatting letters, information resources, referral to treatment (RTT) data entry and any other appropriate documents as required.

6.    Preparing and organising venues, documents and data for meetings, attending and taking notes when necessary.

7.    Liaising with Nurses, Doctors and other members of the multidisciplinary team to provide a quality service for the patients.

8.    Working as part of a team sharing responsibility for the smooth running of the administrative service.

9.    To provide a first point of contact, including answering all telephone enquiries from internal and external callers, taking and relaying messages in a polite and helpful manner, and using own judgement to establish the priority of issues and taking action as appropriate. Disseminate key information in line with Information Governance and other relevant Trust policies.

10. Where required, prepare medical records, or other relevant documentation for external organisations and act as a point of contact.

11. Assisting with the smooth running of allocated diaries and organising meetings and rotas etc. as appropriate.

12. Manage allocated mail and email inboxes, responding to enquiries and following up emails as required.

13. To deal with incoming correspondence, using initiative as appropriate to expedite issues and arrange patient appointments when necessary.

14. To be aware of the importance of doctors completing discharge summaries and outcome forms in a timely manner.

15. Support other members of the multidisciplinary team in planning and implementing effective care for patients whilst in the department.

16. To make best use of information technology, i.e. Windows software, Cerner Millennium (patient data software), Nuance and other relevant hospital systems and to be proactive and flexible with the changing technology as this becomes available.

17. To assist in the treatment for patients, for example updating relevant databases and computer systems as needed and to ensure referrals to other healthcare professionals or external organisations are actioned promptly.

18. Where required, collection and inputting of referral to treatment data (RTT) and input on to database.

19. To arrange and (where necessary) cancel/reschedule appointments, book follow-up appointments and manage the waiting list appropriately.

20. Reviewing letters, outcome forms and other documentation.

21. Where required, identify potential waiting time breaches with the management and clinical teams and effect change to ensure compliance with the targets and appropriate escalation of potential breaches.

22. To scan and upload clinical information as directed to ensure patients’ electronic medical records are kept as up to date as possible. To retrieve results from in-house systems as required by the clinicians.

23. To ensure that all relevant parties are informed of any leave to be taken by the consultants.

24. Provide cross cover within the administrative team as required.