To provide administration, booking outpatient appointments for the Nuclear Medicine department within the Imaging Directorate.
The key responsibilities of this role are the efficient and effective management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust policies and procedures.
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
* Entering patients details on both CRIS and iPM systems.
* Sorting referral cards and letters from GP's, consultants and other medical staff.
* Booking and rearranging outpatient appointments following departmental workplans and guides.
* Booking urgent inpatient scans, liaising with the ward and portering team.
* Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients.
* Liaise with all levels of medical and technical staff to ensure the effective and efficient running of lists.
* Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.
* Dispatching appointment letters ensuring all relevant information and leaflets are included.
* Provide statistical information as required, compiling, and producing waiting list figures at the end of each week: distributing to managers and clerical team.
About us
The post holder will be working within a friendly, established team booking Nuclear Medicine inpatient and outpatient appointments, working closely with other admin staff, Consultants and Clinical Technologists.
Job responsibilities
* Communication with stakeholders including trainees, clinicians, managers, patients, other colleagues and workers from other agencies.
* To ensure all clerical duties are carried out to a high standard at times of planned and unplanned leave.
* Participate in providing assistance in completing daily tasks for other admin staff when required including covering reception during times of leave.
* Use tact and diplomacy to deal with distressed and emotional patients.
* Keeping focused and level headed in spite of a busy and demanding environment.
* Maintaining and updating booking protocol, to reflect any changes in practices and procedures.
* Deal with patients complaints.
* Receive and deal efficiently with confidential telephone enquiries from patients, GPs and hospital staff.
* Assess the fitness of patients attending for special procedures by obtaining sensitive and personal information, taking appropriate action in accordance with the booking protocol.
* Ensuring the correct policies and procedures are followed when dealing with cancelled appointments and patients who do not attend their appointments.
* Dealing with two-week wait referrals according to trust policy.
* Dispatching partial booking letters and booking patients for their appointments when they ring the department.
* To be involved in trainee satisfaction surveys, risk assessments and staff questionnaires as required by the departmental management team.
* Confidentially able to use trust email, voice mail, fax, and photo copier facilities.
* To ensure a firm understanding is obtained of the trust waiting list.
Person Specification
Knowledge and Experience
* Previous Demonstrable experience working within a large clinical setting.
* Demonstrable Experience working with the General Public.
* Experience of Patient Management System.
Qualifications
* GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience.
* Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels.
* Computer Literate with good Keyboard skills.
* Time management and organisational skills.
* Ability to work on own initiative, but also as a member of a team.
* Understanding the Trust waiting list policy within the work place.
* Team Member.
* Able to work calmly and methodically in a busy Environment.
* Proactive and takes own initiative.
* Willingness to learn and develop in a challenging environment.
Other Factors
* Demonstrate and understanding of confidentiality.
* Flexibility to cover colleagues during absences.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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