Overview
Maternity is based in the Womens Centre on the JR site and forms part of Oxford University Hospital NHS Foundation Trust. The service is made up of Midwifery, Obstetrics & Ultrasound.
The Maternal Medicine Service for the Thames Valley and local Oxford patients is based on Level 6 of the Women’s Centre.
We are a specialist tertiary level referral centre providing diagnosis, counselling and treatment for pregnant women across Oxfordshire, Buckinghamshire, Berkshire, Northamptonshire and Wiltshire.
We care for women with pre‑existing complex medical needs or when medical problems arise during their pregnancy.
Our aim is to provide a safe & positive experience for our patients before, during & after their pregnancy & delivery.
Responsibilities
- Co‑ordinating, monitoring and initiating appropriate changes within administrative processes along the patient pathway to ensure the patient’s journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
- Communicating complex information regarding specialist pathways to all levels within the organisation including medical staff.
- Organisation & coordination of MDT meetings.
- Minute taking.
- Maintaining an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
- Following the Trust tracking procedure for the movement of all patient notes.
- Induction of trainee doctors.
- Assisting with the ongoing digitalisation of admin services with Maternity.
- Facilitating effective communication between team members.
- Ensuring that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients whilst overcoming barriers to communication.
- Implementing Trust and team policies/procedures when necessary.
- Maintaining the clinician‑facing and client‑facing websites.
- Support the Service Manager to train a team, monitoring their ongoing training requirements and highlighting any potential problems or issues.
- Use analytical and judgement skills to evaluate service data reports to support the delivery of a high quality and efficient service.
- Review the quality of information/data produced by the team to ensure it meets required standards and is fit for purpose; put processes in place to ensure all required data is captured correctly.
- Support the team in providing a friendly, efficient service to patients.
- Employ effective, tactful listening and communication skills when dealing with potentially distressed or bereaved patients and/or relatives.
- Participate in regular team meetings, engaging with team members and senior management to discuss and support the implementation of improvements to working practices, policies and procedures.
- Work with the Patient Access Team to monitor and develop the efficiency of the pathway of referral through to patient appointment.
- Diary management for consultants & junior doctors.
- Transcription of patient letters using the Dragon voice recognition system.
- Dealing with requests relating to complaints.
- Management of the Medirota system for doctors' annual & study leave.
- Liaise with the Patient Access Team regarding doctors' annual & study leave dates to ensure clinics are reduced or closed as appropriate.
- Use EPR & Orbit+ to produce data reports.
- Support the Patient Access Team leader & Service Manager with the implementation and training of paperless systems for Maternity.
- Management of bleep lists and contact lists.
- Circulation of inter‑departmental e‑mails.
- Management of Advanced Training Skills Module (ATSM) for trainee doctors.
- Liaise with Clinical Coding to monitor incomplete Powerforms, emailing doctors & educational supervisors to ensure these are actioned in a timely fashion.
- Liaise with other Trusts to request patient records.
- Coordinate MDTs for the maternal medicine network, including bi‑monthly network MDTs and the obstetric cardiac MDT.
- Prepare MDT proformas following MDT meetings and circulate completed proformas to TVMMN sites.
- Be self‑motivated in regard to own training requirements.
- Support the Service Manager in the provision of an ongoing and evolving induction and training package for the Patient Admin Team.
- Coordinate meetings and ongoing training events for the team.
- Act as secretary for meetings, organise dairies and take and distribute minutes.
- Monitor and order necessary stationery stock levels.
- Monitor booking system for room allocation.
- Undertake a range of administrative tasks and provide cover for other team members when required.
- Undertake any other duties reasonably considered within the nature of the duties, responsibilities and grade of the post as defined.
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