Job summary
An exciting opportunity in the Planned Investigation Unit
Clerical Officer
We are looking for a Clerical Officer to join our dynamic team of highly motivated individuals.
We are looking for an enthusiastic and energetic individual to work in this extremely busy department. The post is both interesting and varied and requires someone to show initiative and work as a member of a team. Applicants should have a responsible attitude and be able to demonstrate good communication skills, as regular liaison is required with patients, Trust personnel and the general public.
Please note that you will be required to work weekends and evenings.
Plymouth Hospitals NHS Trust is an Equal Opportunities employer, and is actively working toward a smoke-free environment. Under the Trust's Green Commuter Strategy, onsite parking is restricted.
Working in partnership towards the Peninsula Medical School
Please contact Lisa Powell (Clinical Admin Manager) via 01752 437789 for further information about this post.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide a clerical service to the Planned Investigation Unit, and assist the nursing staff in the reception of patients and visitors to the unit. To assist in managing the PIU bookings to ensure that the space is maximised. To work in collaboration with staff in other areas of the Trust to facilitate a streamline service for the patient.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
BOOKINGS
- Establish the patients hospital number, date of birth, priority, planned length of stay and criteria for a Planned Investigation Unit admission.
- Keep iPM up to date at all times
- Be aware of sequences of any test packages, so as not to jeopardise any of the investigations
- Liaise with departments to establish a date and time for planned procedures
- Organise time and date prior to procedure for patients to attend a Pre-assessment clinic, adding the appointment on iPM
- Phone patient to confirm the date and time of pre-assessment and planned procedure that is convenient for them. If not convenient, re-organise the date and time to be acceptable to them
- Ensuring the bookings process is in accordance with guidance and policy
- Ensure all appropriate information is given to the patient in advance of the procedure
- Assist the Ward Manager in managing the Planned Investigation Unit waiting list to ensure waiting list targets are not exceeded.
- Action cancellations from patients.
RECEPTION
- Greeting patients relatives & visitors on arrival issuing wristbands
- Sort all post and ensure it is dealt with accurately on the day.
- Ensure iPMs/SALUS system is kept up to date
- Ensure all GP Discharge Summaries are completed correctly and sent to the accurate General Practitioner.
- Organise transport as required ensuring patients are discharged in a timely manner.
- Attend, depart and outcome patients
NOTES
- Request case notes to be on the Unit four working days prior to the patients planned admission.
- Accurately trace notes in and out of the Planned Investigation Unit on the iPM computer system.
- Collect notes from varying departments within the Hospital.
- Sending all notes to coding in a timely manner to facilitate PBR, when returned from coding, to the correct Medical Secretary or requesting Department.
- Filing
GENERAL TO ALL
- Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.
- Be competent with the iPM computer system
- Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.
- List notes in preparation for collection by the Coding Department.
- All administrators on the Planned Investigation Unit to be able to work within all areas (Bookings, Reception, Notes)
- Assist & teach new staff members regarding working arrangements, Trust policies and strategies.
- Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.
- Requirement to exert physical effort when dealing with vast quantities of notes.
For further details please see the attached JD & PS
Job description
Job responsibilities
BOOKINGS
- Establish the patients hospital number, date of birth, priority, planned length of stay and criteria for a Planned Investigation Unit admission.
- Keep iPM up to date at all times
- Be aware of sequences of any test packages, so as not to jeopardise any of the investigations
- Liaise with departments to establish a date and time for planned procedures
- Organise time and date prior to procedure for patients to attend a Pre-assessment clinic, adding the appointment on iPM
- Phone patient to confirm the date and time of pre-assessment and planned procedure that is convenient for them. If not convenient, re-organise the date and time to be acceptable to them
- Ensuring the bookings process is in accordance with guidance and policy
- Ensure all appropriate information is given to the patient in advance of the procedure
- Assist the Ward Manager in managing the Planned Investigation Unit waiting list to ensure waiting list targets are not exceeded.
- Action cancellations from patients.
RECEPTION
- Greeting patients relatives & visitors on arrival issuing wristbands
- Sort all post and ensure it is dealt with accurately on the day.
- Ensure iPMs/SALUS system is kept up to date
- Ensure all GP Discharge Summaries are completed correctly and sent to the accurate General Practitioner.
- Organise transport as required ensuring patients are discharged in a timely manner.
- Attend, depart and outcome patients
NOTES
- Request case notes to be on the Unit four working days prior to the patients planned admission.
- Accurately trace notes in and out of the Planned Investigation Unit on the iPM computer system.
- Collect notes from varying departments within the Hospital.
- Sending all notes to coding in a timely manner to facilitate PBR, when returned from coding, to the correct Medical Secretary or requesting Department.
- Filing
GENERAL TO ALL
- Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.
- Be competent with the iPM computer system
- Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.
- List notes in preparation for collection by the Coding Department.
- All administrators on the Planned Investigation Unit to be able to work within all areas (Bookings, Reception, Notes)
- Assist & teach new staff members regarding working arrangements, Trust policies and strategies.
- Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.
- Requirement to exert physical effort when dealing with vast quantities of notes.
For further details please see the attached JD & PS
Person Specification
Knowledge & Experience
Essential
- Previous clerical demonstrable experience
Desirable
- Demonstrable experience of working within a large clinical setting
- Working proven knowledge of patient management systems
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Computer literate
- Good communication skills
Person Specification
Knowledge & Experience
Essential
- Previous clerical demonstrable experience
Desirable
- Demonstrable experience of working within a large clinical setting
- Working proven knowledge of patient management systems
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Computer literate
- Good communication skills
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.
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).
Additional information
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.
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).
