Job summary
An opportunity has arisen in the Adult Medicine (MCEC) Directorate of Darent Valley Hospital for a full time and part time Medical Specialty Co-Ordinator.
The post holder will have dual responsibility for co-ordinating the administration of clinical and departmental tasks for the consultants and the divisional specialities, as well as co-ordinating and maintaining patient pathways in line with national targets, local policies and procedures.
They will provide a comprehensive and efficient administrative service to the department together with helping to support other specialties within the division as required.
The post holder will develop a good knowledge of the 18-week pathway and local Trust Access Policy and working closely with staff, patients and other health professionals, they will ensure quality of service and enhanced patient experience.
The post holder will be expected to ensure a comprehensive effective administrative service to all consultants, specialist nurses, medical staff and their team within the clinical unit to allow the smooth and efficient performance of the service. You will be expected to liaise with the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care.
If you have the above experience along with excellent communication and interpersonal skills, confidence in working autonomously and can uphold our Trust values we want you.
Main duties of the job
To co-ordinate a full and efficient service to the consultant team and directorate.
To work in close co-operation with staff, patients and other health professionals to ensure a high quality service.
To be an active and supportive member of the department's administrative and clerical team.
Produce correspondence and draft correspondence, reports and letters. Create, manage and update documents and electronic filing system for the medical team. Printing, photocopying, scanning and filing of paper documents following all necessary IG principles. Update and maintain consultants' holiday and absence records. Ensure email communication is effective and discreet between patients and patients are booked in via the telephone in a prompt and professional manner.
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. Due to the government regulations for mandatory vaccinations for COVID-19 for NHS employees, it has been necessary to take significant steps to protect the health and safety of our staff and our patients. In order to comply with our duty of care, we require all of our staff to be fully vaccinated against COVID-19. Your vaccination status will be a condition of your employment and evidence of vaccination will be obtained during the recruitment process, unless you are medically exempt.
Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
Be the first point of contact for escalation of administration issues.
Produce general correspondence e.g. clinic letters, result letters, invoices, medical statements, complaints statements and miscellaneous reports as required.
Maintain an organised file management system. Liaise with Medical Records, the Appointments Office and Outpatient Department to ensure the smooth running of clinics for the consultant.
Ensure any referrals that are received in to the department are sent to the Appointment Office and dealt with efficiently.
Ensure that the Consultant is made aware of ward referrals from clinicians and other specialities.
Arrange tests for patients and ensure patients are aware of appointments, send out the necessary forms to patients for testing.
Provide clinical documents and diagnostic results to clinicians.
Ensure patients prescriptions are dealt with appropriately upon request.
Organise and coordinate registrar clinics.
Responsible for updating medical records and the Patient Administration System (PAS) with patients details.
Obtain and track patient notes following all procedures related to the medical records department using the PAS system when required.
Deal with all incoming and outgoing mail, email and telephone calls in a timely manner.
Co-ordinate leave and study leave for clinicians, taking into account any clinics, which may need to be cancelled.
Arrange new and follow up appointments for outpatient clinics.
Organise and take minutes for departmental and speciality (Governance) meetings.
Organise meetings with other staff, management and outside agencies.
Responsible for ensuring patients are updated regarding appointments in a timely manner (i.e. cancellation etc).
Ensure the departments Standard Operating Procedure are maintained to support with audit practises.
Support with project work as requested.
Responsible for ensuring that the respective patients pathway is in line with the relevant national Referral to Treatment targets (RTT).
Monitor appointments taking into account, cancelled appointments / clinics and DNAs.
Ensure all missed appointments are rebooked in a timely manner.
Support with identifying, reporting and resolving any pathway issues to prevent breaches of the RTT targets.
Job description
Job responsibilities
Be the first point of contact for escalation of administration issues.
Produce general correspondence e.g. clinic letters, result letters, invoices, medical statements, complaints statements and miscellaneous reports as required.
Maintain an organised file management system. Liaise with Medical Records, the Appointments Office and Outpatient Department to ensure the smooth running of clinics for the consultant.
Ensure any referrals that are received in to the department are sent to the Appointment Office and dealt with efficiently.
Ensure that the Consultant is made aware of ward referrals from clinicians and other specialities.
Arrange tests for patients and ensure patients are aware of appointments, send out the necessary forms to patients for testing.
Provide clinical documents and diagnostic results to clinicians.
Ensure patients prescriptions are dealt with appropriately upon request.
Organise and coordinate registrar clinics.
Responsible for updating medical records and the Patient Administration System (PAS) with patients details.
Obtain and track patient notes following all procedures related to the medical records department using the PAS system when required.
Deal with all incoming and outgoing mail, email and telephone calls in a timely manner.
Co-ordinate leave and study leave for clinicians, taking into account any clinics, which may need to be cancelled.
Arrange new and follow up appointments for outpatient clinics.
Organise and take minutes for departmental and speciality (Governance) meetings.
Organise meetings with other staff, management and outside agencies.
Responsible for ensuring patients are updated regarding appointments in a timely manner (i.e. cancellation etc).
Ensure the departments Standard Operating Procedure are maintained to support with audit practises.
Support with project work as requested.
Responsible for ensuring that the respective patients pathway is in line with the relevant national Referral to Treatment targets (RTT).
Monitor appointments taking into account, cancelled appointments / clinics and DNAs.
Ensure all missed appointments are rebooked in a timely manner.
Support with identifying, reporting and resolving any pathway issues to prevent breaches of the RTT targets.
Person Specification
EDUCATION AND TRAINING
Essential
- GCSE standard of education
- Willingness to undertake work-related training and development
Desirable
- Medical Terminology qualification
Knowledge
Essential
- Excellent standard of literacy and numeracy
- Excellent computer skills
Desirable
- Previous experience in NHS computer packages
Experience
Essential
- Previous secretarial experience within an NHS role
- Ability to manage a busy work load
- Medical terminology
- Previous audio typing experience
PERSONAL ATTRIBUTES
Essential
- Ability to organise workload.
- Ability to cope under pressure.
- Good verbal and written communication skills
- Able to work alone or as part of a team
Desirable
Person Specification
EDUCATION AND TRAINING
Essential
- GCSE standard of education
- Willingness to undertake work-related training and development
Desirable
- Medical Terminology qualification
Knowledge
Essential
- Excellent standard of literacy and numeracy
- Excellent computer skills
Desirable
- Previous experience in NHS computer packages
Experience
Essential
- Previous secretarial experience within an NHS role
- Ability to manage a busy work load
- Medical terminology
- Previous audio typing experience
PERSONAL ATTRIBUTES
Essential
- Ability to organise workload.
- Ability to cope under pressure.
- Good verbal and written communication skills
- Able to work alone or as part of a team
Desirable
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.
