University Hospitals of Leicester NHS Trust
We have an exciting opportunity for a full-time Clinic Coordinator working within the RRCV Group in the Thoracic Surgery Department.
The team at the University Hospitals of Leicester NHS Trust is a busy and diverse working environment providing a high-quality service to patients and clinical staff with booking procedures. You will be part of a team of coordinators working to provide a seamless clinical booking service and you will need to have a flexible approach and a commitment to working as part of a team.
The successful candidate will need to be a good team player, able to use their initiative and prioritise their workload to ensure tasks are completed in a timely manner. The ability to work to tight deadlines whilst dealing with frequently changing priorities is also essential.
The successful applicant will be enthusiastic, confident and self-motivated, enjoy working in a challenging, busy environment and will have experience of working in a busy customer-focused environment.
Your work will mainly be telephone and IT based, so you should have an excellent customer service background as well as good keyboard skills and proven working knowledge of Microsoft Office packages and HISS are essential.
If you are looking for a new challenge and would like to work in this busy, friendly environment then this is the role for you.
Main Duties of the Job
To manage clinics from a clerical perspective, liaising with patients, carers, and staff of all levels, including medical staff. To be responsible for the efficient administration of outpatient appointments, from initial referral to patient attendance and finally discharge from clinic. To work closely with team members including nursing, secretarial and medical staff.
To provide support and guidance to patients, carers, relatives and others making contact with the service. To prospectively manage clinic slots to ensure maximum efficiencies within the service to agreed scheduling ensuring procedures are booked in accordance with Local and National Guidelines in relation to Referral to Treatment.
Meticulous attention to detail and organisation skills are necessary for this role, as are excellent communication skills and the ability to work effectively as part of a team as this post will require working closely with a wide range of staff including Consultants, Nursing staff and the Admin & Clerical team so the ability to build relationships is a key requirement.
Job Responsibilities
* The post holder will be responsible for ensuring all relevant paperwork, medical notes, and letters are available for patient appointments.
* Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as x-rays, additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notes at the patient appointment.
* Adhere to the appropriate guidelines for the overbooking of clinics.
* Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
* Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
* Deal with queries and enquiries regarding appointments.
* Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales, and any outcomes and follow-on actions at the end of their consultation.
* Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly to ensure an accurate patient record.
* Monitor appointment waiting times, ensuring that patients are informed of any delays.
* To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently.
Person Specification
Training & Qualifications
* GCSEs in English and Maths or equivalent, eg NVQ.
Commitment to Trust Values and Behaviours
* Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours.
Experience
* Previous experience in an administrative role where patient/customer care was a job requirement. Accurate keyboard skills.
* Awareness of national policy concerning patient care and developments within the Trust. Previous experience of using computerised information systems.
Analytical and Judgement Skills
* Able to solve problems and take preventative actions, referring to others where appropriate.
Planning and Organisation Skills
* Sound organisational skills - able to work under pressure and prioritise work. Able to meet deadlines. Able to use own initiative. Pays attention to detail and consistently produces accurate work.
Equality, Diversity and Inclusion
* Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
Communication and Relationship Skills
* Effective team worker. Good verbal and written communication skills. Deals with situations with tact and diplomacy. Able to deal with personal information with sensitivity, always respecting privacy and dignity.
Skills
* Data protection and confidentiality. Adheres to policies and procedures.
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.
University Hospitals of Leicester NHS Trust
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