Job summary
To provide administration for theImaging Directorate, by booking medical imaging outpatient appointments.
***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
1. Entering patients details on both CRIS and iPM systems.
2. Booking and rearranging outpatient appointments.
3. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients.
4. To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed.
5. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.
6. Dispatching appointment letters ensuring all relevant information and leaflets are included.
7. Participate in providing assistance in completing daily tasks for other appointments clerks when required.
8. Use tact and diplomacy to deal with distressed and emotional patients.
9. Other duties as appropriate to the post
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
10. Entering patients details on both CRIS and iPM systems
11. Sorting referral cards and letters from GPs, consultants and other medical staff
12. Booking and rearranging outpatient appointments
13. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patient
14. To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed
15. Optimise opportunities for sessions to go ahead by arranging alternative cover, when problems arise
16. Liaise with all levels of medical staff to ensure the effective and efficient running of lists
17. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination
18. Dispatching appointment letters ensuring all relevant information and leaflets are included
19. Tracing notes on the Patient Management system
20. Provide statistical information as required, compiling and producing waiting list figures at the end of each month: distributing to managers and medical staff
21. Communication with stakeholders including trainees, clinicians, managers, patients, other colleagues and workers from other agencies
22. To ensure all clerical duties are carried out to a high standard at times of planned and unplanned leave
23. Participate in providing assistance in completing daily tasks for other appointments clerks when required
24. Use tact and diplomacy to deal with distressed and emotional patients
25. Keeping focused and level headed in spite of a busy and demanding environment
26. Maintaining and updating booking protocol, to reflect any changes in practices and procedures
27. Other duties as appropriate to the post
For further details please see the attached JD & PS
Person Specification
Qualifications
Essential
28. English and Math GCSE level 4-9 (A-C)
29. or equivalent demonstrable experience
Desirable
30. NVQ Level 2 in Business Admin
Knowledge & Experience
Essential
31. Previous demonstrable Clerical experience
Desirable
32. Previous demonstrable NHS experience
33. Demonstrable Experience working with the General Public
Aptitudes & Abilities
Essential
34. Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels.
35. Computer Literate
36. Keyboard skills.
37. Time management and organisational skills.
Desirable
38. Understanding the Trust waiting list policy within the work place.