An exciting opportunity has arisen to join our Appointments Team in Yorkshire Regional Clinical Genetics Service based at Chapel Allerton Hospital, Leeds, for an enthusiastic person with outstanding administration skills, to support our outpatient service.
Main duties of the job
The post holder will provide a comprehensive service within the appointments team, to support the department. The main duties of the role will include assessing and adding patients to complex waiting lists and booking outpatient clinic appointments for our clinical service which covers the Yorkshire region. There are additional general administrative duties such as receiving patient enquiries and liaising with other healthcare professionals to support the smooth running of the service.
You must be committed to providing an exceptional service to our patients, by following departmental and Trust patient pathways and policies. An excellent attention to detail is essential, with previous knowledge/experience of a wide range of administrative procedures, preferably within a healthcare setting.
The post holder should be well organised, able to prioritise and to work on their own initiative, as well as part of a team.
About us
The Department of Clinical Genetics is based at Chapel Allerton Hospital with a satellite unit in Hull Royal Infirmary and is part of the Leeds Teaching Hospitals Trust. Our vision is based on The Leeds Way Values.
We are a friendly and supportive team. We have embraced the recent national changes to genetic testing (whole genome sequencing) modernising our pathways, adapting how we deliver patient centred care and increasing our support to mainstream colleagues.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
1. Support the Patient Services Coordinator in ensuring the provision of a comprehensive and efficient Patient Administration Service.
2. Be responsible for specific aspects of the referrals and appointments process in order to maximise benefits to patients and staff.
3. Assist the Patient Services Coordinator in maintaining an effective strategy for reducing non-attendance, patient validation and monitoring of the waiting list using the patient administration system.
4. Deputise in the absence of the Patient Services Coordinator/Business Support Management in validating and providing information needed for the end of month reporting (e.g. 18 week breach report).
5. Assist the Patient Services Coordinator in project work relating to the patient referral pathway, including clinics and appointments.
6. Plan clinics with medical staff on a monthly and annual basis to ensure that the Regional Genetics Service makes full use of the allocated resources for outpatient facilities throughout the region.
7. Produce statistical information on a monthly basis for the Patient Services Coordinator regarding rescheduling and cancelling of clinics.
8. Ensure that clinic management is optimised through the coordination of cancelled appointment slots.
9. Liaise with internal and external colleagues to enable efficient and timely preparation of clinics.
10. Be responsible for the allocation of patient appointments for designated clinics and outcoming these after the clinic date.
11. Take a lead role in the coordination and monitoring of clinics including Nurse/Counsellor Led Clinics.
12. Ensure that clinic formats meet the changing needs of the service and take a collaborative and supportive lead role in the setting up and implementation of service changes such as partial booking system.
13. Liaise with the appropriate clinician/manager regarding arranging suitable clinics for Medical Student attendance.
14. Ensure that all new and follow-up patient referrals are registered and added to the waiting list within a set timeframe.
15. Liaise with the Medical Records Team to ensure that patient records are available for all outpatient clinics.
16. Responsible for photocopying and filing of all new referrals, distributing to the appropriate clinicians and collecting and collating information, as required, for the audit trail.
Person Specification
Skills & behaviours
* Good interpersonal skills
* Ability to work individually or as part of a team
* Flexible
* Reliable
* Keyboard / data entry skills
* Organised
* Methodical
* Ability to identify and solve problems
* Ability to work under own initiative
* Ability to delegate
* Ability to communicate with all levels of staff
* Must be willing to work within the Trust's policies e.g. confidentiality, data protection, health and safety etc.
Qualifications
* GCSE in English and Maths or equivalent
* Must be willing to attend relevant training courses.
* GCSE ICT or equivalent
Experience
* Substantial administrative/clerical experience of working in an outpatient environment
* Awareness of Elective Treatment Access Policy
* Previous experience of working in the NHS
* Clinic coordination experience
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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