Full-time (37.5 hours) Based at the Leicester Royal Hospital, but cross-site working will be required when needed.
Do you have good organisational, computer and communication skills?
The Gastro Admin team at UHL are looking for full-time clinic coordinators working Monday to Friday.
The post holder will need to be an excellent communicator with strong interpersonal skills who can acknowledge the pressures on the medical staff to ensure that patient pathways are delivered promptly and efficiently.
Please note that this vacancy will close as soon as a sufficient number of applications are received.
If you are interested in this post, we advise you to apply as soon as possible.
This is subject to Job Evaluation
This is a varied and exciting role. You will be responsible for the flow of patients through the outpatients' department, preparing medical notes, and booking and cancelling appointments. You will also work closely with the General Surgery consultants and nurse specialists.
Primary duties are to provide administrative support to the CMG area, specifically supporting the General Surgery administration team.
The post holder will manage an agreed number of outpatient clinics for the Medical Team, liaising with patients, carers and staff at all levels.
The suitable candidate will be responsible for efficiently administering outpatient appointments from initial referral to patient attendance and discharge from the clinic, including adherence to RTT pathway rules.
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children’s Hospital and run one of the country’s leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide ‘Caring at its best’ and our staff have helped us create a set of values that embody who we are and what we’re here to do. They are:
• We focus on what matters most
• We treat others how we would like to be treated
• We are passionate and creative in our work
• We do what we say we are going to do
• We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that ‘Caring at its best’ is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Booking Outpatient Appointments
• Use a variety of computer systems to book and Outpatient clinics and appointments
• Register all paper or electronic referrals, and identify breech dates against national and local waiting time targets.
• Chasing missing referral letters, liaising with GPs
• To register all new referrals on HISS within 24 hours of receipt.
• Registration of tertiary referrals ensuring correct referral to treatment start date identified, in line with Trust process.
• To issue new hospital numbers to patients new to the UHL and compile new case notes with front sheet, labels and relevant inserts.
• To ensure all new patients are placed on a waiting list and appropriate partial booking letters are sent prior to their impending appointment keeping within breech guidelines and current Trust Policy.
• Monitor closely patient’s progress throughout the partial booking process ensuring the Waiting List and Admin Manager are aware of any problems.
• Be responsible for liaising with Consultants as to the urgency of appointments and sending out appropriate letters.
• To receive appointment letters and take responsibility for liaising with Consultants regarding the urgency of the appointment.
• To arrange new appointments on the HISS system in line with the booking rules of the clinic, thus ensuring that all outpatients receive appropriate and timely appointments.
• To be responsible for reducing or cancelling clinics in liaison with medical staff, management team and the individual consultant guidelines.
• Adhere to the individual consultant guidelines for overbooking of clinics.
• Co-ordinate requests for appointments from wards, other hospitals and medical secretaries ensuring that each patient receives the appropriate follow-up appointment.
• Identify Overseas Visitors according to Trust Policy, immediately notify the Planned Care Overseas Lead and the Waiting List Manager.
• To ensure that ambulance transport is ordered for patients if necessary via the ambulance booking procedures, ensuring that timely and appropriate transport is provided for outpatient requirement.
• Provide a central point of enquiry for GP’s secretaries, health visitors, other hospitals, patients and their relatives.
• Ensure that all 2-week wait referrals are dealt with in a timely manner and any problems reported to the Admin Manager immediately.
Case Note Management
• To be responsible for the preparation of either paper or electronic case notes for outpatient clinics, ensuring that all relevant x-rays, test results and other information are available to the medical team on the day of the patients’ clinic appointment, including information required from other hospitals.
• To be responsible for transferring all case notes on the hospital database at the end of the clinic to their appropriate destination, ensuring that the case note tracking system is continually updated.
• To ensure that all case notes and patient records are maintained in good condition thus preventing the loss or misplacement of vital patient information.
Reception Management
• To provide a courteous, professional service at all times.
• Ensure the capture of all mobile telephone numbers for patients to support the SMS text service.
• To actively source missing data from the patient’s record on HISS, via such means as is necessary e.g. SMS data.
• To ensure that the data inputted onto HISS is correct and as complete as possible.
• To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow-up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records.
• To initiate investigation record cards for any patients requiring tests ensuring accuracy of clinical information and prompt despatch of test requests to appropriate departments.
• To ensure that patients waiting times in clinic are monitored in line with the Patients Charter standards and liaise with the nurse in charge of clinic, ensuring that patients are kept informed of any delays.
• At the end of clinic to be responsible for ensuring accurate outcomes are recorded on the HISS system for each patient thus maintaining full and accurate patient records.
• Ensure that the patients’ time in Outpatients is tracked on HISS in accordance with the Patients Charter.
• Where appropriate ensure that all HRG coding details are entered accurately onto HISS.
Collation of Test Results
• To be responsible for the receipt of all investigation results received in the department, collating these and bringing them to the attention of the medical staff in the manner specified by the consultant. This will then enable the medical staff to instigate appropriate and timely diagnosis and treatment.
• To follow up any investigation results not received within agreed time scales in order to prevent unnecessary delays and a detrimental effect on patient care.
Other Duties
• To actively participate in the sharing of skills and experience in the clinical team associated with each specialty, aiding the spread of good practise throughout the team.
• To work as a team and cover any sickness and absence amongst team members, ensuring the service is maintained.
• To attend in-service training or meetings
This advert closes on Thursday 24 Oct 2024