Job summary
An exciting Band 3 Patient Access Coordinator opportunity has arisen to join our Outpatients Booking Team at our Guys site.
We are looking for motivated and enthusiastic individuals who are keen to work in a fast paced environment, whilst providing the best front of house patient experience to all of our patients and visitors and have excellent verbal communication, organise clinics, update the patient database, liaise with GPs and other health workers and carry out all other general administration duties. This will ensure that, at every contact with the Trust, patients are able to speak to staff who understand their scheduling needs and that clinical teams are always supported by knowledgeable administrative staff.
The post holder will act as a key liaison between doctors, nurses, allied health professionals, managers and patients. They must be a clear and tactful communicator with excellent customer care skills and the ability to develop strong working relationships with a wide range of people. They will have a mature attitude with good problem-solving abilities and a flexible, can-do attitude.
Main duties of the job
Patient Access Cordinator:
The Patient Access Co-ordinator will be the first point of contact for patients and service users providing an in depth knowledge of outpatient and inpatient scheduling procedures for their speciality.
The Patient Access Co-ordinator will liaise closely with the clinical team and speciality management teams to ensure patients receive timely and appropriate appointments according to their care pathway.
Depending on the requirements of the speciality, the post holder will need to cover the service on a rotation during operational hours, providing clinic reception cover, scheduling functions, general administrative support and telephone cover for their speciality. This will ensure that, at every contact with the Trust, patients are able to speak to staff who understand their scheduling needs and that clinical teams are always supported by knowledgeable administrative staff.
Associate Medical Secretary:
Responsible for providing an efficient, high quality secretarial support to one or more consultants and clinical teams within the department under the line management of the Medical Secretary Team Lead. This will include ensuring that all daily secretarial tasks are undertaken, assisting with the organisation of the consultants' workload and communicating appointments and admission related information to patients/carers in a friendly and reassuring way.
About us
The orthopaedic department is rapidly growing into one of London's largest orthopaedic services providing specialist tertiary interest in: Lower limb and Upper limb revision arthroplasty, surgery for young adult hip disorders, foot and ankle surgery, hand and wrist surgery, spinal surgery and patients with complex co-morbidities such as haemophilia and sickle cell disease.
Guy's and St Thomas' is among the UK's busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
In February 2021 the Royal Brompton and Harefield joined Guy's and St Thomas' NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King's Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King's College London we have dedicated clinical research facilities and a National Institute for Health Research (NIHR) Biomedical Research Centre.
Job description
Job responsibilities
The duties and responsibilities listed below are representative of the Patient Access Coordinator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.
- Act as the first point of call for all patient access queries to the Trust.
- On receipt of all new referral letters ensure that the vetting process has been followed in line with departmental guidelines.
- Be responsible for the scheduling of outpatient, elective admissions and all associated appointments according to clinical urgency and length of wait in accordance with departmental procedures and Trust Policies.
- Liaise with patients prior to their hospital visit to ensure that a mutually convenient date and time is agreed.
- Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, up to seven days before their visit to re-confirm attendance in line with departmental protocols.
- Ensure that departmental standards are met for patients receiving notification or acknowledgement of their visit.
- Provide a courteous and efficient point of contact for patients both face to face and over the telephone.
- Ensure that each patient is treated as an individual and their individual needs are met (ie: appropriate support is in place for their appointment, such as interpreting support).
Job description
Job responsibilities
The duties and responsibilities listed below are representative of the Patient Access Coordinator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.
- Act as the first point of call for all patient access queries to the Trust.
- On receipt of all new referral letters ensure that the vetting process has been followed in line with departmental guidelines.
- Be responsible for the scheduling of outpatient, elective admissions and all associated appointments according to clinical urgency and length of wait in accordance with departmental procedures and Trust Policies.
- Liaise with patients prior to their hospital visit to ensure that a mutually convenient date and time is agreed.
- Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, up to seven days before their visit to re-confirm attendance in line with departmental protocols.
- Ensure that departmental standards are met for patients receiving notification or acknowledgement of their visit.
- Provide a courteous and efficient point of contact for patients both face to face and over the telephone.
- Ensure that each patient is treated as an individual and their individual needs are met (ie: appropriate support is in place for their appointment, such as interpreting support).
Person Specification
Qualifcation
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Relevant NVQ 3 or equivalent qualification or experience
Previous Experience
Essential
- Proven experience of working in an administrative role demonstrating evidence of competent data collection and data quality
- Proven experience of working in an administrative role demonstrating evidence of working with confidential documents and information
- Experience of working in a customer focused environment demonstrating the ability to deal with difficult customers and challenging situations
Desirable
- Knowledge of medical terminology
- Experience of an administrative role within the NHS
- Knowledge & Experience of RTT times
Skills
Essential
- Proficient IT skills experience of using Microsoft Word, Excel and Outlook
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Ability to work on own initiative and with minimal supervision
- Understanding of confidentiality and its application and maintenance in and out of the workplace.
- Ability to work within a team and develop good working relationships with colleagues at all levels
Person Specification
Qualifcation
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Relevant NVQ 3 or equivalent qualification or experience
Previous Experience
Essential
- Proven experience of working in an administrative role demonstrating evidence of competent data collection and data quality
- Proven experience of working in an administrative role demonstrating evidence of working with confidential documents and information
- Experience of working in a customer focused environment demonstrating the ability to deal with difficult customers and challenging situations
Desirable
- Knowledge of medical terminology
- Experience of an administrative role within the NHS
- Knowledge & Experience of RTT times
Skills
Essential
- Proficient IT skills experience of using Microsoft Word, Excel and Outlook
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Ability to work on own initiative and with minimal supervision
- Understanding of confidentiality and its application and maintenance in and out of the workplace.
- Ability to work within a team and develop good working relationships with colleagues at all levels
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.
