Receptionist/Clerical Officer

Job description

Job responsibilities

1. The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Casenote, Information Governance, iPM, Salus, Bluespeir and Medisoft training.

1. To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.

1. To ensure that a firm understanding is obtained of all administration processes in the Referral to Treatment Access policy and APNs (Administration Procedure Notes) and be able to work to this level. (In house manuals are available for reference).

1. To compile and sort patient clinic attendance sheets and be responsible for checking that clinics have been received into Reception.

1. Printing Theatre Lists via Bluespier (TIMS).

1. To receive and welcome patients and relatives to the department and direct to appropriate waiting area.

1. To ensure the In Touch system is kept up to date for when patients arrive using the Self Check In Kiosks in the reception areas.

1. The post holder would have direct patient contact and therefore may come into contact with unpleasant working conditions, due to patients being ill or injured. The post holder would also need empathy and tact to deal with patients that may be anxious, angry or upset.

1. To ensure the patients details are up to date on both the computer system and update front sheet and labels of Health Record Folder notes as necessary.

1. Case note management, including:

Requesting, tracing, collecting and distributing case notes, Theatre Central admission and ensuring accurate patient document tracking.

Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.

1. To admit and discharge patients who are attending for minor or day case operations adding the appropriate procedure code where necessary.

1. To ensure that patients not eligible for treatment in the hospital complete the appropriate process e.g. overseas visitors.

1. To endeavour to accommodate follow up patients that arrive without an appointment that request to be seen once agreed with nurses/clinician. If patient has not been referred into the hospital advise patient to see their GP.

1. To make follow up appointments within six weeks according to the consultant requirements and clinic booking rules.

1. To add patients to the follow up waiting list when the appointment is needed over six weeks.

1. In compliance with the Referral to Treatment Access Policy ensure all follow up appointments and follow up waiting list entries have the relevant RTT code added to iPM.

1. To record the appointment outcome onto iPM system within 24 hours of appointment and input procedure code for the procedure that has taken place during the patients consultation.
2. To refresh iPM Day Clinic View regularly to identify any missing outcomes. This needs to be completed several times a session to ensure each clinic is Cashed up.

1. To chase any DNA/Outcome forms during each session to ensure that data is recorded on iPM correctly in accordance with the Referral to Treatment Access Policy.

1. To deal with telephone and verbal enquiries from patients, relatives, consultants, other departments and GP practices in a courteous manner, seeking advice when required.

1. Adding patients to Consultants Inpatient/Daycase waiting lists as identified on the completed outcome form, including procedure, theatre time, RTT code and length of stay as agreed.

1. To assist patients with any queries relating to Hospital Transport.

1. To request and prepare patient notes when required and ensure completed in appropriate timeliness.

1. Tracing in and out all patient casenotes within the department.

1. To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged patient casenotes.

1. To ensure that an individual performance review is obtained from the supervising line manager on an annual basis.

1. To assist in informal training by showing other members of staff, locums or NVQ students the job as requested.

1. Provide support to other admin areas within the Royal Eye Infirmary in the event of sickness, annual leave or vacancies.

1. To provide administrative support alongside the nursing team when the needs of the service require this.

1. To answer the Urgent Care phone obtaining the patient information & liaising with the Triage Nurse ensuring the appointment details are recorded/updated on IPM.

1. To prepare patient packs for use in Urgent care.

1. To upload Urgent Care information on Medisoft.

1. To Meet and Greet patients as and when required.

1. Reception hours are 08:00 to 18:00 MonFri and 09:00 to 13:00 SatSun covered on a rota basis. Bank Holidays need to covered on a rota basis 09:00 to 13:00.

Person Specification

Knowledge

Essential

• Ability to undertake training competencies relative to the role

Desirable

• Previous demonstrable experience within a large clinical setting
• Previous demonstrable admin experience
• Demonstrable experience with working with the general public

Qualifications

Essential

• GCSE's 9-4 (A-C) in Maths & English or NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
• Basic ability to use computerised systems
• Keyboard skills

Desirable

• ECDL
• Proven knowledge in the use of clinical based computerised systems

Aptitude & Abilities

Essential

• Good communication skills
• Understanding of confidentiality
• Ability to work under pressure
• Good telephone manner
• Good organisational skills
• Ability to work well within a busy environment
• Initiative & Team Player
• Positive Outlook

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital / REI New Build

Plymouth

PL6 8DH

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)