Ashford & St. Peter's Hospitals NHS Foundation Trust
An exciting opportunity has arisen for Clinical Office Coordinator to join our busy Cardiology Team at St Peter's Hospital. The post includes general office duties, whilst closely working alongside your Consultants and their teams to provide an excellent administrative service to our patients.
Clinics and patients will need to be carefully managed, administration skills are required, along with an excellent telephone manner. The successful candidate will be an enthusiastic and highly motivated team player, who shows flexibility and a careful attention to detail.
You will be required to use a number of systems including Surrey Safe Care (Cerner), LUNA, Evolve and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.
In order to be shortlisted, you will be expected to provide succinct and clear referenced evidence which demonstrates that you fulfil the essential requirements for the position.
Main duties of the job
The Clinical Office Coordinator will provide:
1. A comprehensive administrative service to the clinical office and clinical staff.
2. Organise their workload with the Consultants and Teams, co-ordinating with other Clinical Office Co-ordinators to ensure that an efficient service is provided.
3. Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.
4. Work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trust's Access Policy.
5. Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We can offer you the full range of NHS benefits/discounts and in addition:
* Excellent pension scheme and annual leave entitlement
* On-site Nurseries
* On-site staff cafes
* On-site parking
* Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit: www.asph-careers.org
Job responsibilities
1. Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway.
2. Liaising with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow-up appointments are booked as soon as results are known and are available for clinic appointment.
3. Monitoring patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.
4. Highlighting any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust's escalation policy.
5. Liaising directly with patients to book, cancel, and rebook any outpatient appointments.
6. Responsible for checking all clinic letters are completed accurately and outcomes actioned including requests - are recorded on Surrey Safe Care (Cerner).
7. Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.
8. Manage changes in clinic templates as directed by the Service Manager.
9. Attend regular team meetings arranged by Team Leader.
10. Dealing with patient queries effectively by telephone, letter, and email.
11. Providing a fast and accurate clinical correspondence secretarial/admin. service with proficient use of appropriate software and systems to meet the required Trust's standard of work.
12. To use new working systems within the Clinical Office to promote an efficient service.
13. Using various systems such as Surrey Safe Care (Cerner), and Evolve (Electronic Medical Records) to help manage the 18 week patient pathway.
14. Provides first point of contact for written and telephone queries on behalf of consultants and teams.
15. Responsible for dealing with enquiries from patients, relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times.
16. Working as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate.
17. Exercising independent judgement and initiative when problems arise.
18. Attend relevant departmental meetings and provide Secretarial services as required.
19. Co-ordination and support of clinics as required.
20. Participate in Trust training courses as appropriate.
21. Responsible for ensuring that all commitments are reduced/cancelled when necessary adhering to relevant procedures.
22. Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
23. Undertake all mandatory training as required by the Trust.
24. Any other duties appropriate to the role and grade.
Person Specification
Qualifications
* English GCSE Grade C or equivalent
* NVQ 3 in Business Administration; or equivalent administrative
Experience
* Previous administration experience of working in a busy office and dealing with conflicting demands
* Minute Taking
* NHS Experience
* Experience in using Surrey Safe Care
* Experience in using LUNA
Knowledge
* Understanding GDPR and Informational Governance
* Good range of administrative procedures
* Highly competent user of MS Office - including Excel
* Knowledge of RTT and cancer pathways
Skills
* Ability to deal with sensitive information with tact, diplomacy and understanding.
* Ability to work under pressure.
* Ability to exercise discretion and maintain confidentiality at all times.
* Able to use initiative and judgement in dealing properly with day to day issues and queries.
* Good written and verbal communication skills.
Other
* Ability to be flexible to meet the needs of the team, the service.
* Team player
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.
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