Additionally, the role involves supporting families with sensitivity, responding to inquiries while adhering to the Data Protection Act, and maintaining a functional filing system. The administrator also trains and supervises junior clerical staff, reviews forms and notices, manages office supplies, participates in procurement activities, and engages in annual performance appraisals to enhance their skills. Overall, the position is essential for ensuring that the NICU operates efficiently, allowing medical teams to provide high-quality care to their patients.
The Neonatal Intensive Care Unit is a tertiary referral unit in the East of England Neonatal Network. We have 37 cots and look after babies from 22 weeks gestation providing intensive care for the region and beyond. The administrator role is pivotal to allowing the unit to provide excellent care to the sickest babies.
You will be undertaking the administrative tasks such as filing, appointment bookings and maintaining up to date patient lists.
In this role you will be expected to:-
- maintain up to date patient lists
- organise and process patient notes and information
- work as part of the NICU and Maternity team to ensure a seamless flow of information
- Work with the different patient management applications and ensure that data entry is up to date.
About us
To undertake training on electronic systems (e.g., iPM, CMIS, BadgerNet and Evolve) in order to provide a high quality administrative and clerical support to the neonatal clinical team.
To maintain accurate data entry on various electronic patient clinical systems.
To ensure accuracy of data entry is checked across various electronic patient information systems.
To maintain accurate manual records of any patient information.
To ensure that patient hospital notes are available for admission and are tracked on the hospital IT system.
To ensure that hospital notes, upon a patients discharge, is correctly filed, sent for coding and scanning in a timely manner.
To ensure that discharge letters are sent out in a timely manner.
To ensure that forms are ready and available for use in the contingency folder in the event of any disruption of the IT system.
To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients.
To provide assistance and other general clerical duties to the nursing and medical team.
To facilitate and teach the clinical team to enable them to adopt good practices in data entry and use of the IT systems. To highlight to the clinical team of any errors made by clinical staff so that there is shared learning.
To teach, supervise and support any new or junior clerical colleagues.
To review and update forms, charts or notices used on the NICU.
To prepare NICU log books for patient care.
To ensure that information leaflets are available for patients and families.
To welcome NICU visitors, directing them as appropriate to the designated person. Escalate any concerns or uncertainty promptly to the Shift Leader.
To support the clinical team in caring for families with sensitivity and respect, example, greeting families and offering hot drinks and food to bereaved families.
To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families.
To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader.
To prepare documentation packs for new staff induction program.
To maintain and organise an effective and efficient filing system, ensuring that all office practices are up-to-date and fully functional.
To order and maintain stationary stock for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system for payment.
To participate in procurement activities for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system.
To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department.
To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge.
In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports.
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