Administrator - St Albans, United Kingdom - Hertfordshire Community NHS Trust

Hertfordshire Community NHS Trust
Hertfordshire Community NHS Trust
Verified Company
St Albans, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
To register new referrals to the service onto the dedicated eye screening (OptoMize) database.

To schedule annual eye screening appointments for diabetic patients within the HWE catchment area using the OptoMize software system and NHS spine/Open Exeter to clarify the status of each patient.

To regularly file patient correspondence and assist in the development and maintenance of filing systems to ensure appropriate and speedy access to information which complies with current Data Protection legislation.

To answer telephone queries from all programme stake holders, e.g., patients, relatives, carers, and healthcare professionals, including ophthalmologists, diabetologists, general practitioners and specialist diabetic nurses.

Ensure all outgoing correspondence is successfully processed via outsourced mail provider (Synertec).

Ensure all invitations for screening and result letters are received according to the administrative processes set down within the system, following up any Post Office returned letters.

Ensure GP correspondence is regularly distributed via the Trust internal mail service. Assist in the circulation of information and documentation relating to the HWE DESP.

Ensure all documentation is available, e.g., clinic lists, for each clinic daily as requested by the screening team. Provide administrative support to the management team as required, including the Failsafe Manager, Programme Manager and Clinical Leads.

Respond flexibly to workload pressures; manage own workload to ensure efficient responses to regular and ad hoc requests for information or alteration of tasks.

Participate in the day-to-day organisation of administrative and failsafe operations for HWE DESP.


Participate in the effective investigation and reporting of findings of complaints and issues raised from any source in a timely manner and in conjunction with Trust policy.

Ensure compliance with the reporting process for Adverse Incident Reporting. Work according to strict protocols and processes for service delivery.

Print and post patient result letters to patients and GPs daily, using knowledge of diabetic retinopathy to highlight anomalies to admin and failsafe manager or screener team lead when necessary.

Implement Trust policies for own area of work and suggest changes to administrative changes. Participate in regular team meetings, following up any required actions. Participate in regular updates with the admin/failsafe manager, programme manager, clinical leads, and screening/grading team leader. Participate in service improvement initiatives, ensuring the objectives of improvements are achieved and sustained within area of responsibility.

Participate in the continual improvement of administrative systems.

Participate in the development and implementation of systems, control processes and risk management arrangements to support the monitoring of compliance with Trust policies, protocols and processes and best practice requirements.

Demonstrate and advise own responsibilities to new staff, ensure complete understanding of the pathway for retinal screening services.

Assist in the organisation of the eye screening office, including the efficient upkeep of all systems, e.g., telephones, IT, maintenance of supplies, furniture, and equipment.

Assist in the circulation of information and documentation relating to the HWE DESP


Key relationships:

patients, relatives, carers, admin/failsafe manager, failsafe coordinator, administrators, programme manager, clinical leads, grading team leader, screeners/graders, service users, clinical/admin staff in external treatment centres, GP surgeries, IT helpdesks (internal and external).

Participate in quality audits at local level and be involved in regional and national level audits as required. Participate in the management of the dedicated software database, OptoMize, liaising with support and technical staff as appropriate.

Responsible for coordinating own time to ensure all administrative functions are delivered to National Eye Screening Programme guidelines.

Ensure that working practices within the booking and administrative functions are effective, making best use of available new technology to streamline service delivery.

Undertake any other duties which are commensurate with this post.
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