Job summary
An Exciting opportunity has arisen for a Specialist Services Clinic Co-Ordinator to join our team on a Full Time Permanent basis
This role is responsible for the Compuscope System where all Colposcopy Results are stored, they are responsible for data quality of this information and pulling together the National KC65 report, Colposcopist Annual Reports and ensuring the data is cleansed and up to date daily/weekly.
To be responsible for, in conjunction with the Speciality Services Department Matron, the smooth and effective running of clinics, quality control and referral management (including capacity and demand).
Interview Date - 17th September 2024
Main duties of the job
1. Support Speciality Services Matron managing eRoster for the Speciality Services Nursing Team, ensuring all staff are accounted for in the weekly running of the clinics, and slots allocated.
2. To help support and co-ordinate the booking of annual leave, sickness and study leave with the Speciality Services Nursing team.
3. Ensuring all PMB and Non PMB appointment slots are fully utilised and patient appointed and rearranged where necessary. Ensure all scan results are available for PMB Clinics. As this post is a standalone post, there is nobody else that can take on this workload.
4. To be responsible for, in conjunction with the Speciality Services Department Matron, the smooth and effective running of clinics, quality control and referral management.
5. The post holder will be expected to organise their own workload and that of the administration staff within specialist services.
6. Responsible for ensuring optimum use of physical capacity throughout specialist services clinics to deliver maximum activity.
7. The post holder is required to support the Directorate Manager and Associate Directorate Manager with tasks and projects for all specialities across the Care Groups.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
8. Rated Outstanding by CQC Inspection August 2018
9. Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
10. National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
11. To provide a comprehensive administration service to the Speciality Services Matron, Nursing Staff, Consultants and Specialty Teams with the minimum of supervision
12. Support the Cancer / Clinical Nurse Specialists with administrative tasks, answering the telephone and dealing with patients, freeing clinical staff up to carry out additional clinic slots. Any other duties required to ensure the service runs smoothly.
13. To be responsible for, in conjunction with the Speciality Services Department Matron, the smooth and effective running of clinics, quality control and referral management (including capacity and demand)
14. Liaise with Speciality Services Matron and Directorate Manager to ensure the outpatient clinic templates are utilised to maximum capacity and adjusting as necessary with booking teams, including making and changing patient appointments to fully utilise clinic slots available, keeping patients informed of any changes.
15. Ensuring all patients are booked into clinic for first and follow up appointments within Trust and National timeframes, managed via PTL.
16. Support Speciality Services Matron managing eRoster for the Specialist Services Nursing Team, ensuring all staff are accounted for in the weekly running of the clinics, and slots allocated. To help support and co-ordinate the booking of annual leave, sickness and study leave with the Speciality Services Nursing team.
17. Ensuring all PMB and Non PMB appointment slots are fully utilised, and patient appointed and rearranged where necessary.
18. Ensure all scan results are available for PMB clinics.
19. Dealing with DNAs (patients who did not attend appointments) collecting statistics and audit information for Speciality Services Manager to approve attendance and utilisation of clinic slots.
20. Provide weekly clinic forecast schedule for the Speciality Services Matron.
21. Manage clinic cancellations / capacity and utilisation of slots on weekly basis. Be responsible for the re-organisation of cancellations delegating suitable duties where appropriate.
22. Input investigation results on behalf of Nurse Clinicians onto Compuscope System.
23. Manage the failsafe list and missing data on the Compuscope system on a weekly basis to ensure that patients are not lost to follow up.
24. Help and support with collating data for annual and quarterly submissions for Colpscopy and KC65 reports.
25. Produce any reports from Compuscope requested for by clinicians and Specialist Services Matron / nursing staff.
26. Ensure data is captured on Colposcopy Discharge Notification Template on daily basis when patients are discharged from clinic. Email the completed lists once a month to Public Health England.
27. Responsible for the agenda, minutes, and dissemination of any Colposcopy/Cytology Group Meetings
ADMINISTRATIVE RESPONSIBILITIES
28. Knowledge of a full range of administrative procedures and software programmes and their application to improve service efficiency and effectiveness.
29. Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source.
30. Manage new staff induction and train appropriately.
31. Recognise and accept responsibility for own personal development.
32. Manage the 18-week pathway within specialties. Attending clinics where necessary to raise awareness with colleagues, clinical staff ensuring correct pathways attached to ensure 18-week target to be achieved.
33. Be expected to provide day to day supervision and on the job training to all staff.
34. Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct.
35. Conduct Annual Performance and Development Reviews for all staff ensuring all employees have a Personal Development Plan.
36. Manage sickness absence for administration teams, taking action as appropriate in line with Trust policies and procedures.
37. Manage first line disciplinary in line with Human Resources.
38. Manage performance issues accordingly in line with Trust policies and procedures.
39. Manage behaviour and conduct at the first stage, referring complex or formal conduct / behavioural issues accordingly.
40. Provide training for any new Human Resource systems to both administration teams and clinicians where appropriate.
41. Work within the framework of the Trust Human Resource strategy and facilitate compliance within the directorates.
42. To undertake a lead role in the recruitment and selection of staff within the department in accordance with Trust policies.
43. Implements general Trust policies and Standard Operating Procedures within the Administrative teams.
44. Compliance with the Data Protection Act 1998 and Information Governance
45. Assisting with project planning of new information systems that will affect the administration areas, taking part in testing and leading on super user training for administration services.
46. Assisting in the establishment of communication systems with all patients, staff and carers relating to appointments
47. Maintaining accurate, timely and legible records.
48. Maintaining consistency within standards of patient care.
49. Communicating complex and sensitive information to patients with empathy
50. Responsibility for all records (including patient health, financial, personal, and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio, or x-ray images.
51. Type dictation from audio transcription of clinical correspondence and documentation from WinScribe digital dictation system.
52. To manage and maintain 18-week pathways including Tertiary Referrals to external Trusts and ensure these are completed on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follows up appointments are arranged in conjunction with Referral to Treat (RTT) patient pathway.
53. Check against clinical letters to ensure appropriate follow up arrangements and investigations are in place. Action where necessary.
54. Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
55. Deal with enquiries either on the telephone or face to face from patients, consultants, nurses, and colleagues in an appropriate manner.
56. Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct.
57. During times of annual leave/sickness absence provide cross cover for Medical Secretary/Direct Referrals Clerk.
58. Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
59. General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
60. Implement policies and procedures for own areas.
61. To work in a flexible manner in accordance with the Trust Policy.
62. Any other duties required by Line Manager
LINE MANAGEMENT RESPONSIBILITIES
63. Supervise the daily/weekly workloads to ensure that workload is distributed according to urgency and maintaining timescales.
64. Ensure sickness/absence and annual leave for staff is recorded on ESR system.
65. Carry out return to work interviews, escalating trigger points to the Administration Services Co-ordinator in line with the Attendance Management Policy.
66. Undertake appraisal and performance reviews and escalate any issues accordingly.
67. Ensure all staff are booked on Mandatory Training
68. Meet regularly with Administration Services Co-ordinator to discuss any performance issues with staff that require managing and refer any formal conduct / behavioural issues accordingly.
69. To take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from the notes/minutes.
FINANCIAL RESPONSIBILITY
70. Responsible for signing of time sheets, manpowers, variations, termination forms and expenses for administrative teams.
71. Support Associate Directorate Manager with up-to-date finance documentation.
Person Specification
Qualifications
Essential
72. Educated to Diploma Level or equivalent
73. NVQ III Business Administration or higher
Knowledge & Experience
Essential
74. Experience of liaising with medical staff in an NHS setting
75. Experience of maintaining robust electronic systems
Desirable
76. Experience of medical rota management
77. Experience of producing rotas
Skills
Essential
78. Excellent IT skills including Microsoft Outlook, Word, Excel & Access
79. Good oral and written communication skills with the ability to adapt to the stakeholder audience.
80. Ability to work on own initiative and schedule work to meet deadlines
81. Ability to work within a busy environment and under pressure
82. Ability to prioritise, take ownership and manage workload
83. Ability to keep clear, concise records
84. Flexible attitude towards work, task and changing priorities
85. Ability to manage key stakeholder expectations
86. Ability to use initiative to solve problems
87. Knowledge of Trust computer systems
Other
Essential
88. Self-motivated, conscientious and pays attention to detail.
89. Ability to work as part of a larger team
90. Flexible to meet the needs of the service
91. Ability to travel across hospital sites when required
92. Comply with Trust policies and procedures at all times
93. Ability and willingness to undergo further training for the post
94. Maintain confidentiality at all times