Job summary
- Main area
- Gynaecology
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 358-6128986-WOM
- Employer
- University Hospitals of Leicester NHS Trust
- Employer type
- NHS
- Site
- Leicester General Hospital
- Town
- Leicester
- Salary
- £22,383 pro rata
- Salary period
- Yearly
- Closing
- 12/05/2024 23:59
Employer heading
Clinic Coordinator
Band 2
We are actively promoting flexible working options, helping you to manage a work / life balance
Job overview
We have an exciting opportunity for a Full Time Clinic Coordinator to join the Gynaecology Admin Team.
We are looking for an enthusiastic and motivated individual to assist with the out-patient clinics for a number of consultants and for all administrative tasks from referral to discharge. Team working is most important in this role but you will also be required to work independently on occasions.
Gynaecology is a busy service and is run across two sites. We are a team that strive to provide the highest quality of patient care which is made possible by the hard work of our admin team working alongside amazing and dedicated nursing & clinical teams to run our clinics.
Experience in HISS Patient System would also be desirable but not essential as we will provide training for this.
If you are a highly organized person who would love a challenge and likes to keep busy then this is the job for you.
You will be providing a reception service for the out-patient clinics which includes prepping and sitting clinics so experience in customer service along with excellent communication skills will be essential for this role.
Previous candidates need not apply.
Main duties of the job
-
The post holder will be responsible for supporting the outpatient department by running clinics, prepping clinics, and managing referrals.
- To support patients, carers, clinicians, nurses, and other hospital staff.
To assist with day to day administration and co-ordination of clerical procedures concerning outpatient clinics and in the Division in line with National Policy and locally agreed guidelines.
- To ensure patient information is accurately recorded on UHL electronic systems.
- Specifically, the post holder will ensure that departmental systems and Division wide working practices involving the management of outpatient keep pace with organisational development activities.
-
To establish good communication skills and collaborative working with immediate colleagues, Consultants, Medical Secretaries, and Support Teams.
Working for our organisation
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
Detailed job description and main responsibilities
- To receive and register all referrals on UHL electronic system (HISS) within 24 hours.
- To liaise with consultants to confirm the urgency of new referrals
- To be responsible for ensuring are put on the relevant consultants/ nurse-led waiting lists, and the appropriate letters are sent out to patients in line with Trust Policy
- To book patients into clinic appointment slots from the waiting lists and book follow-up appointments
- Ensuring all National and Local standards are applied to referrals, including referral to treatment (RTT), National Cancer Wait Times, targets, Data Quality checks, and partial booking following UHL patient access and data management policies.
- Ensuring all relevant case notes, X-rays, test results and other information including data from other hospitals is available for each patient's outpatient clinic appointment.
- To prepare case notes for patients who are new to the University of Hospitals Leicester in advance of their first clinic appointment.
- To search and request all patient's case notes in line with the Trust's medical records department guidelines.
- To provide a reception service to patients attending outpatient clinics. This involves utilising the Trust electronic systems to document patients' arrival/ departure, recording clinic outcomes at the end of the consultation booking, any follow-up appointment, and arranging investigations as required.
- To ensure accurate patient demographic information is sought at each outpatient clinic appointment and that both hospital notes and electronic systems are updated accordingly.
- To liaise with the Nurse in charge of the clinic, ensuring patients are kept informed of any delays.
- To be responsible for transferring patients' notes on TrackIT at the end of each outpatient clinic appointment.
- To be responsible for the reduction or cancellation of outpatient clinic appointment slots.
- To ensure all case notes and patient records are maintained in good condition and are kept up-to-date.
- To ensure accurate and timely process of clinical and administrative correspondence (forms, clinic letters) from the consultants.
- To be responsible for queries, and enquiries regarding appointment
- To manage and prioritise own workload on a day-to-day basis, using one's initiative as well as problem-solving.
- Any other administrative duties as deemed necessary.
Please see job description/person specification for full details on the role.
Person specification
Trust Values
Essential criteria
- Able to demonstrate behaviours consistent with the Trust Values
Training & Qualifications
Essential criteria
- Educated to GCSE maths and english
Desirable criteria
- NVQ in administration
Experience
Essential criteria
- Previous experience in an administrative/ clerical role
Desirable criteria
- Experience in working within the NHS
- Experience of HISS
Communication
Essential criteria
- Excellent Customer Care Skills
Desirable criteria
- Previous Reception experience
Planning and Organisation
Essential criteria
- Ability to work on own initiative and manage own workload
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Debbie Rawlinson
- Job title
- Gynaecology Team Leader (LGH)
- Email address
- [email protected]
- Telephone number
- 07866986945
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