Gynaecology Appointments Officer

Job responsibilities

• Receive referral letters from GPs via the consultants and organise priority of action.
• Consult General Practitioners if there are discrepancies in referral letters.
• Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur.
• Regularly use the electronic referral service (eRS) system to accept/redirect/reject appointments as according to guidelines.
• Manage TAL reports received from Administration Manager and inform them of any problems or queries.
• Maintain outpatient waiting lists. Ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts waiting list policy.
• Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
• Book follow-up appointments that have been requested by wards/medical secretaries using the follow up waiting list.
• As required, telephone patients with urgent/last minute appointments.
• Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
• Receive and distribute mail accordingly.
• Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
• Notify appropriate outpatient staff of changes/cancellations to clinics.
• Follow procedures for: requesting case notes, organising contents of case notes, requesting/amending transport bookings, requesting and printing clinic attendance lists.
• Ensure all case notes arriving into and departing from the department are traced on iPMS.
• Reception for the outpatient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow up waiting list.
• To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager.
• To carry out any other clerical duties as determined by the Line manager.
• Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner

Knowledge

Essential

• Previous demonstrable clerical experience
• Good level of ability to use computerised systems
• Demonstrable experience in working with the general public
• Demonstrable experience in the use of Microsoft office
• Proven knowledge of Data Protection and GDPR

Desirable

• Previous demonstrable large clinical setting experience
• Demonstrable experience in working with the general public
• Proven knowledge of patient management systems
• Demonstrable experience of using databases
• Proven understanding of RTT management in line with Trust standards
• Proven use of PTL management

Qualifications

Essential

• Educated to NVQ Level 2 in Business Administration or equivalent standard of qualification/ equivalent demonstrable experience

Attitudes and Atributes

Essential

• Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
• Keyboard skills
• Time management skills
• Organisational skills
• Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
• Able to work calmly and methodically when in a busy environment from busy workload
• Accurate data entry
• Willingness to undertake further training and development

Desirable

• Understanding the Trust's waiting list policy within the work place
• Ability to work unsupervised

DISPOSITION / ATTITUDE / MOTIVATION

Essential

• Enthusiastic and motivated
• Adaptable and flexible
• Proactive, takes own initiative
• Excellent interpersonal skills
• Can remain calm and professional in busy environment

Desirable

• Willingness to learn and develop in a challenging environment

Other factors

Essential

• Flexibility to cover colleagues during absences

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).