Job summary
This is an exciting time to join our administrative team as a Clinic Co-ordinator in Oncology at the Leicester Royal Infirmary.
Experience in using HISS and patient administration systems would be desirable.
The successful candidate will be a conscientious and enthusiastic team player with positive attitude is essential within our friendly and dynamic team.
If you are a hardworking and self-driven individual that is looking for a great opportunity to develop your skills within our department, then please apply.
We look forward to hearing from you.
Main duties of the job
1. To support the Oncology department in running outpatient clinics, working closely with patients, carers, surgeons, nurses, and other hospital staff.
2. To be responsible for the efficient administration of outpatient appointments from the point that a patient is referred to the service all the way through to the point they are discharged.
3. To ensure that patient information is accurately recorded on UHL's electronic systems.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
4. high-quality care for all,
5. being a great place to work,
6. partnerships for impact, and
7. research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
8. we are compassionate,
9. we are proud,
10. we are inclusive, and
11. we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
Job description
Job responsibilities
12. To receive and register all referrals on UHLs electronic system (HISS) within 24 hours.
13. To liaise with Consultants to confirm the urgency of new referrals.
14. To be responsible for ensuring patients are put on to the relevant consultants / Nurse-led waiting list and that appropriate letters are sent out to patients in line with Trust policy.
15. To book patients into clinic appointment slots from the waiting list and arrange follow-up appointments.
16. To ensure all local and national standards are applied to referrals, including referral to treatment (RTT), National Cancer Wait times Targets, data quality checks, and partial booking in accordance with UHL Patient Access and Data management Policy.
17. To ensure that all relevant case notes, x-rays, test results and other information including data from other hospitals, is available for each patients outpatient clinic appointment.
18. To prepare case notes for patients who are new to the University Hospitals of Leicester in advance of their first clinic appointment.
19. To search and request all patient case notes in line with the Trusts Medical Records department guidelines.
20. To provide a reception service to patients attending outpatient clinics. This involves utilising the Trusts electronic systems to document patients arrival / departure and recording clinic outcomes at the end of their consultation and booking any follow-up appointments and arranging investigations as required.
21. To ensure accurate patient demographic information is sought at each outpatient clinic appointment and that both hospital notes and electronic systems are updated accordingly.
22. To liaise with the nurse in charge of clinic ensuring the patients are kept informed of any delays.
23. To be responsible for transferring patients notes on TrackIT at the end of each patients outpatient clinic appointment.
24. To be responsible for the reduction or cancellation of outpatient clinic appointment slots.
25. To ensure all case notes and patient records are maintained in good condition and remain up-to-date.
26. To ensure accurate and timely process of clinical and administrative correspondence (forms, clinic letters) from the Consultants.
27. To be responsible for queries and enquires regarding appointments.
28. To be aware of any oversea visitors or private patients that are referred and notifying relevant department.
29. To manage and prioritise own workload on a day to day basis using ones initiative as well as problem solving.
30. Any other administrative duties, as deemed necessary.
please see job description/person specification for full details on the role.
Person Specification
Education
Essential
31. Educated to GCSE standard English/Maths
Experience
Essential
32. Customer Service Experience
33. Minimum one year admin experience
34. Previous NHS experience
Desirable
35. Previous HISS & other hospital IT systems experience
Skills
Essential
36. Effective Communication Skills
37. Ability to act on own initiative
38. Attention to detail
39. Exposure to complaints
40. Data protection and confidentiality
41. Strong organisational & prioritisation skills