Job summary
Receptionist / Appointment booking / Notes Prepper
The post holder will be split over 2 main roles of receptionist and appointment booking clerk for the Planned care assessment unit, the post holder will provide admin support to the clinical staff within the Pre-Operative Assessment Unit whilst attending patient for clinic appointments and book follow up appointments. The post holder will also assist with clinical enquiries, filing and other associated administrative tasks.
Main duties of the job
To provide a clerical service to the patients attending the Planned Care Assessment Unit and for members of staff working within the Planned Care Assessment Unit whilst staffing the reception area
To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamline service for the patient.
***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.***
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
- Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.
- Case note management including:
Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or 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.
- To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.
- To establish and maintain effective channels of communication with other departments, including:
Answering and making telephone calls as directed by Administration Manager.
Taking and passing on messages for all staff within the Unit.
Answering voice mail.
Sending and receiving e-mail and faxes.
Photocopying information as requested.
Opening, distributing and actioning post as appropriate
Arranging transport for patients as required.
- To report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with.
- To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).
- To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM.
- To book patients appointments into pre-assessment, anaesthetic and exercise testing clinics.
- To deal with distribution of case notes after clinic.
- Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment
- Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments
- Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
- To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave.
For further information please see attached JD&PS
Job description
Job responsibilities
- Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.
- Case note management including:
Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or 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.
- To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.
- To establish and maintain effective channels of communication with other departments, including:
Answering and making telephone calls as directed by Administration Manager.
Taking and passing on messages for all staff within the Unit.
Answering voice mail.
Sending and receiving e-mail and faxes.
Photocopying information as requested.
Opening, distributing and actioning post as appropriate
Arranging transport for patients as required.
- To report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with.
- To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).
- To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM.
- To book patients appointments into pre-assessment, anaesthetic and exercise testing clinics.
- To deal with distribution of case notes after clinic.
- Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment
- Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments
- Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
- To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave.
For further information please see attached JD&PS
Person Specification
Knowledge & Experience
Essential
- oDemonstrable Admin / Clerical officer / Prepping experience.
- oKeyboard Skills
Desirable
- oProven knowledge of iPM system
- Demonstrable receptionist experience
Qualifications
Essential
- GCSE level 4-9 (A-C) in English and Maths or equivalent demonstrable experience.
APTITUDE & ABILITIES
Essential
- oExcellent organisational skills and the ability to prioritise own workload.
- oUnderstanding of confidentiality.
Person Specification
Knowledge & Experience
Essential
- oDemonstrable Admin / Clerical officer / Prepping experience.
- oKeyboard Skills
Desirable
- oProven knowledge of iPM system
- Demonstrable receptionist experience
Qualifications
Essential
- GCSE level 4-9 (A-C) in English and Maths or equivalent demonstrable experience.
APTITUDE & ABILITIES
Essential
- oExcellent organisational skills and the ability to prioritise own workload.
- oUnderstanding of confidentiality.
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).
