Job summary
- We are looking for flexible, reliable and self-motivated clerical officers to join the X-ray and Scanning Admin Team. We take pride in the excellent Customer Service we offer our patients. We are looking for individuals that who possess an excellent telephone manner and award winning smiles to meet and greet our patients.
- Providing an efficient and friendly service, you will be required to undertake a range of administrative duties.
- Smart and highly professional with a confident manner, you will possess clear communication skills; be IT-literate, and have the ability to deal with people at all levels. Previous reception experience though helpful is not a prerequisite as training will be given in all aspects of the role.
- Experience of Microsoft, Excel, PAS and RIS desirable, but full training will be given to the successful candidates.
- You must be educated to at least GCSE/CSE Grade C in English and Maths.
Main duties of the job
To work within a team to support the smooth running of the PHT Diagnostic Imaging administration functions.
To identify and highlight opportunities for improved working processes.
To ensure appropriate booking of clinic lists.
To provide a high standard of service for patients.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
Call Handling / Customer Care
- Respond to calls promptly using persuasiveness, empathy, tact and reassurance as required.
- Report any problems and areas for system improvement.
- Deal with telephone enquiries from other organisations and departments, taking appropriate action.
- To support the accomplishment of Trust and departmental goals by working as a team member and to communicate with other team members as appropriate.
Reception / Administration
- Receive and log all patient referrals to the department.
- Receive patients and process them in accordance with Trust and departmental protocols.
- Make and process patient appointments as required ensuring all requisite specialist preparations are made where applicable.
- Manage and maintain the Consultants bookings.
- Enter and update patient information on PAS and RIS as required.
- Contact patients by letter or telephone to arrange appointment.
- Cancel/rebook or remove patients as required.
Managing Information
- Use the Trust weekly PTL (Priority Treatment List) to ensure patients are seen within the National timescales.
- To record, maintain and retrieve accurate patient data and produce reports as required.
- To ensure that the Department meets all medico-legal requests in an accurate and timely manner and submit billing information where appropriate.
- Supply patient information to other authorities where appropriate (e.g. Social services and benefit agencies).
Other Duties
- Track records on information systems and act on any requests, distributing as required and ensuring they are received and stored correctly within the Department.
- Filing of hard and soft copy documentation.
- To ensure that all documentation is available to the Radiologists and Radiographers for imaging, reporting and MDT meeting purposes.
- Ensure the needs of the service are met at all times delivering effective patient care
- Support cover for departmental opening including weekends and bank holidays.
- Will have occasional exposure to distressing circumstances when dealing with intoxicated, aggressive or abusive patients and relatives.
Job description
Job responsibilities
Call Handling / Customer Care
- Respond to calls promptly using persuasiveness, empathy, tact and reassurance as required.
- Report any problems and areas for system improvement.
- Deal with telephone enquiries from other organisations and departments, taking appropriate action.
- To support the accomplishment of Trust and departmental goals by working as a team member and to communicate with other team members as appropriate.
Reception / Administration
- Receive and log all patient referrals to the department.
- Receive patients and process them in accordance with Trust and departmental protocols.
- Make and process patient appointments as required ensuring all requisite specialist preparations are made where applicable.
- Manage and maintain the Consultants bookings.
- Enter and update patient information on PAS and RIS as required.
- Contact patients by letter or telephone to arrange appointment.
- Cancel/rebook or remove patients as required.
Managing Information
- Use the Trust weekly PTL (Priority Treatment List) to ensure patients are seen within the National timescales.
- To record, maintain and retrieve accurate patient data and produce reports as required.
- To ensure that the Department meets all medico-legal requests in an accurate and timely manner and submit billing information where appropriate.
- Supply patient information to other authorities where appropriate (e.g. Social services and benefit agencies).
Other Duties
- Track records on information systems and act on any requests, distributing as required and ensuring they are received and stored correctly within the Department.
- Filing of hard and soft copy documentation.
- To ensure that all documentation is available to the Radiologists and Radiographers for imaging, reporting and MDT meeting purposes.
- Ensure the needs of the service are met at all times delivering effective patient care
- Support cover for departmental opening including weekends and bank holidays.
- Will have occasional exposure to distressing circumstances when dealing with intoxicated, aggressive or abusive patients and relatives.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
- Experience of working in a busy and challenging environment or equivalent applied learning.
Desirable
- Experience of working in a healthcare office environment.
Skills & Knowledge
Essential
- Ability to achieve high levels of accuracy ensuring deadlines are met.
- Excellent communication, interpersonal and organisational skill.
- Able to deal/liaise with staff at all levels.
- Able to prioritise and plan workload.
- Confidentiality and discretion.
- Able to work independently and recognise the importance of teamwork.
Desirable
- Knowledge of PAS, PMI, OPD, Pathology, Radiology (training will be provided).
Personal Qualities
Essential
- An understanding of the political sensitivities of the Trust.
- Ability to demonstrate confidentiality and trustworthiness.
- A willingness to be flexible and part of a team.
- Ability to juggle many priorities at one time, whilst remaining calm.
- Self motivated.
- Flexibility and adaptability.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
- Experience of working in a busy and challenging environment or equivalent applied learning.
Desirable
- Experience of working in a healthcare office environment.
Skills & Knowledge
Essential
- Ability to achieve high levels of accuracy ensuring deadlines are met.
- Excellent communication, interpersonal and organisational skill.
- Able to deal/liaise with staff at all levels.
- Able to prioritise and plan workload.
- Confidentiality and discretion.
- Able to work independently and recognise the importance of teamwork.
Desirable
- Knowledge of PAS, PMI, OPD, Pathology, Radiology (training will be provided).
Personal Qualities
Essential
- An understanding of the political sensitivities of the Trust.
- Ability to demonstrate confidentiality and trustworthiness.
- A willingness to be flexible and part of a team.
- Ability to juggle many priorities at one time, whilst remaining calm.
- Self motivated.
- Flexibility and adaptability.
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.
