Antenatal Administrator
The Antenatal Clinic Administrator ensures a seamless patient experience into the Royal Surrey Maternity care pathways and manages the administration of the Antenatal Clinic, supporting the midwives and obstetricians and sonographers. They will coordinate all booking referrals into the maternity service, signpost women into the right community midwifery or out-of-area pathway, create the patient record in the Patient Administration System and BadgerNet, and book all ultrasounds from 12 weeks up until birth. They will have responsibility for all administration required during antenatal midwifery and obstetric clinics, including but not limited to making/rescheduling appointments and obstetric ultrasounds, preparing and organising records, adding outcomes to PAS and signposting next steps to women.
Main duties of the job
* To work as a member of the Multi-disciplinary Team.
* To provide administration support in the antenatal clinic, including meeting and greeting all visitors in a welcoming, courteous and efficient manner, ensuring excellent patient experience throughout the antenatal clinic pathway and obstetric ultrasound pathway.
* To assist staff with designated tasks under the direction and supervision of the Assistant Specialty Manager, Antenatal Clinic Manager and Ultrasound Lead.
* To engage in cross training within the team to ensure robust cover is available.
* To share responsibility for ensuring that the administration environment is kept safe at all times in accordance with the Health & Safety Act.
* The post holder is expected to have a flexible and “can do” approach in ensuring the work of the department is carried out to the required high standards.
Detailed job description and main responsibilities
1. To coordinate the process of women booking their pregnancy with the maternity department, creating a PAS and BadgerNet record, maintaining accurate records, and ensuring they quickly and effectively can make/receive a booking appointment with their community or hospital midwifery team.
2. Responsible for all aspects of antenatal clinic administration, pre/post and during all clinics under the direction of the Antenatal Clinic Manager or Midwife in Charge, including the administration for obstetric ultrasound scans.
3. Ensure timely payment of ultrasound scan pictures, maintain the obstetric ultrasound pathway, and support the booking and changing of appointments as required.
4. It is essential that the post holder has good communication skills, is organised and assertive.
5. The post holder must have a flexible and responsive approach to the varying demands of the post.
6. Consistently welcoming, polite, courteous, efficient and sensitive when dealing with women and visitors who may be anxious or worried, and displaying a positive approach at all times.
7. To accompany patients to their clinic floor or other departments (e.g. imaging, triage, labour ward if necessary).
8. Deal promptly and professionally with telephone enquiries, taking the necessary action to assist the caller, and ensuring messages are passed swiftly to the relevant person.
9. Ensure all outgoing and incoming calls are introduced with the Trust name, department name and staff member’s name.
10. To ensure maternity records are maintained according to record‑keeping policy and reports are filed accurately in patient records on a daily basis.
11. To arrange and document appointments for clients and confirm details.
12. Ensure patient demographics are correct and up‑to‑date on Cerner when dealing with a patient query.
13. They must be able to prioritise their work effectively and have the ability to work with minimal supervision (at times).
14. The post holder must maintain a high degree of confidentiality with regard to service users, employees and sensitive information in accordance with Trust policies and procedures.
15. Be aware of regulations regarding the Data Protection Act and Equal Opportunity Policy according to Whittington Health regulations.
16. Respect patient and staff confidentiality.
17. Liaise as necessary with Consultants, Obstetricians, Midwives, MSWs, medical records and GPs, and carry out any other duties commensurate with the grade as directed by the Antenatal Clinic Manager to ensure the department interfaces efficiently with them.
Person specification
Qualifications
* Educated to A Level or NVQ 3 or relevant experience.
Skills, Knowledge and Experience
* Experience of dealing with the public.
* Previous experience of managing data information systems.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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