Job summary The key responsibilities of this role are the effective and efficient 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 Responsible for the booking, preparing and reception of outpatient colposcopy and hysteroscopy clinics. Liaise with consultants, junior medical staff, medical secretaries, central records library and outpatient staff. To work in collaboration with staff in other areas of the Care Group and Trust to facilitate a streamlined service for patients Provide an efficient and reliable service in line with national targets, meeting Trust standards 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. Date posted 24 October 2024 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Per Annum Contract Permanent Working pattern Full-time Reference number 216-PL-W6731377-A Job locations Derriford Hospital Derriford Road Plymouth PL6 8DH Job description Job responsibilities PRIMARY DUTIES & AREAS OF RESPONSIBILITY 1. Receive and distribute mail accordingly. 2. Co-ordinate the prioritisation of referral letters /histopathology referral spreadsheet by seeking advice from the Lead Nurse Colposcopist/Consultant when necessary. 3. Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur. 4. Maintain outpatient waiting lists and ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts waiting list policy. 5. Consult General Practitioners if there are discrepancies in referral letters. 6. Co-ordination of specialty waiting list/PTLs within the framework of the Trusts waiting list policy, achieving the timelines for RTT, colposcopy and cancer standards. 7. On a daily basis to be aware of the specialty PTL position for this Department, assist with the arranging of additional sessions if insufficient capacity prohibits booking patients within the Trusts timelines. 8. Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules. 9. Regularly use electronic referral service (eRS) to accept/redirect/reject appointments according to guidelines. 10. Book follow-up appointments that have been requested by wards/medical secretaries/clinicians using the follow up waiting list. 11. Complete outpatient appointment outcomes, and add patients to follow-up waiting lists, in conjunction with clinicians booking rules and Trust Policy 12. Scrutinize the clinician Rota and notify the Directorate Office, in particular the Assistant Admin Manager, of any discrepancies. 13. Liaise with the Nuffield Hospital regarding booking of Private patients into Hysteroscopy Clinics. 14. As required, telephone patients with urgent/last minute appointments. 15. Take appropriate action with regards to telephone calls from patients/medical staff, nurses and other trust staff and to respond to those calls in a courteous and helpful manner referring to the Lead Nurse Colposcopist for advice when appropriate. 16. Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc. 17. Notify appropriate outpatient staff of changes/cancellations to clinics. 18. Follow procedures for: requesting case notes & X-rays, organising contents of case notes, requesting/amending transport bookings, requesting and printing clinic attendance lists. 19. Ensure all case notes arriving into and departing from the department are traced on iPMS. 20. Reception duties for the outpatient clinics. 21. To assist the line manager in training other members of staff, as requested. 22. To carry out any other clerical duties as determined by the Line manager. 23. Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner. see Job description for additional responsibilities Job description Job responsibilities PRIMARY DUTIES & AREAS OF RESPONSIBILITY 1. Receive and distribute mail accordingly. 2. Co-ordinate the prioritisation of referral letters /histopathology referral spreadsheet by seeking advice from the Lead Nurse Colposcopist/Consultant when necessary. 3. Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur. 4. Maintain outpatient waiting lists and ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts waiting list policy. 5. Consult General Practitioners if there are discrepancies in referral letters. 6. Co-ordination of specialty waiting list/PTLs within the framework of the Trusts waiting list policy, achieving the timelines for RTT, colposcopy and cancer standards. 7. On a daily basis to be aware of the specialty PTL position for this Department, assist with the arranging of additional sessions if insufficient capacity prohibits booking patients within the Trusts timelines. 8. Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules. 9. Regularly use electronic referral service (eRS) to accept/redirect/reject appointments according to guidelines. 10. Book follow-up appointments that have been requested by wards/medical secretaries/clinicians using the follow up waiting list. 11. Complete outpatient appointment outcomes, and add patients to follow-up waiting lists, in conjunction with clinicians booking rules and Trust Policy 12. Scrutinize the clinician Rota and notify the Directorate Office, in particular the Assistant Admin Manager, of any discrepancies. 13. Liaise with the Nuffield Hospital regarding booking of Private patients into Hysteroscopy Clinics. 14. As required, telephone patients with urgent/last minute appointments. 15. Take appropriate action with regards to telephone calls from patients/medical staff, nurses and other trust staff and to respond to those calls in a courteous and helpful manner referring to the Lead Nurse Colposcopist for advice when appropriate. 16. Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc. 17. Notify appropriate outpatient staff of changes/cancellations to clinics. 18. Follow procedures for: requesting case notes & X-rays, organising contents of case notes, requesting/amending transport bookings, requesting and printing clinic attendance lists. 19. Ensure all case notes arriving into and departing from the department are traced on iPMS. 20. Reception duties for the outpatient clinics. 21. To assist the line manager in training other members of staff, as requested. 22. To carry out any other clerical duties as determined by the Line manager. 23. Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner. see Job description for additional responsibilities Person Specification Qualifications Essential Educated to GCSE or equivalent standard or equivalent demonstrable experience Knowledge Essential Previous demonstrable clerical experience Demonstrable experience in the use of Microsoft office Demonstrable experience in working with the general public Desirable Proven understanding of RTT management in line with Trust standards Proven use of PTL management Understanding of hospital IT systems APTITUDE & ABILITIES Essential Accurate data entry Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels Keyboard skills Desirable Understanding the Trust's policies and procedures Person Specification Qualifications Essential Educated to GCSE or equivalent standard or equivalent demonstrable experience Knowledge Essential Previous demonstrable clerical experience Demonstrable experience in the use of Microsoft office Demonstrable experience in working with the general public Desirable Proven understanding of RTT management in line with Trust standards Proven use of PTL management Understanding of hospital IT systems APTITUDE & ABILITIES Essential Accurate data entry Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels Keyboard skills Desirable Understanding the Trust's 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Plymouth NHS Trust Address Derriford Hospital Derriford Road Plymouth PL6 8DH Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)