Job summary
An exciting opportunity has become available on a permanent, full time basis for a Clinic Coordinator within the Neurophysiology department.
The successful candidates will work with a small administrative team of colleagues managing appointments for patients referred for diagnostic tests. This will include receiving and processing referrals, booking appointments for patients, data input, and communicating with patients, their representatives, and other professionals.
As the role works within tight deadlines, the ideal candidate will be able to work on their own initiative and be highly organised. The role involves accurately using a number of electronic systems so a high standard of IT skills is essential. As the candidates will be working as part of a dedicated team, flexibility and a willingness to cover and help their colleagues is crucial.
The successful candidates will require excellent communication skills; they'll need to be able to communicate sensitively and with empathy and confidentiality.
Main duties of the job
Provide an efficient general administrative day-to-day support to the department and the patients. Duties will include booking of patient appts, managing Clinician's availability, ensuring all clinic availability is booked appropriately and fully utilised, dealing with incoming and outgoing telephone calls, post, filing, faxing and other general administrative duties.
Excellent organisational and interpersonal skills will be required for this post, as you will be expected to communicate well with patients and all levels of staff.
There may also be a requirement for you to cover the reception area, at times.
Provide effective input into the work of the Trust, to support the achievement of our vision and values.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Provide a comprehensive clinical coordination service to the consultant, other doctors and members of the clinical team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
Booking appointments via the CaMIS system, managing multiple Clinicians waiting lists and ensuring appts are booked within the Access Policy Protocol and RTT directives.
Daily maintenance of ERS
Oversee and assist with the coordination of patient pathway management and ensure that all necessary appointments, including outpatients, clinics, waiting lists, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
Oversee and coordinate the relevant Trust databases and patient information systems and ensure that all data is correct and up to date.
Coordinate clinics in conjunction with Consultants and clinical teams diaries to ensure effective time management and utilisation.
Attend meetings as required to ensure effective communication with all service users.
Assist with training and supervision of other members of the clinical administrative team as required thus maintaining a high standard of service to clinicians and the wider team.
Provide general administrative services as required by the department, including filing, photocopying, scanning and other office duties.
Locate medical notes within the department or request them from other locations
Filing/scanning letters and reports into medical notes promptly
Deal with telephone or face to face enquiries within agreed limits and take appropriate actions
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
Reception duties checking patients in at reception
Daily cashing up of clinic
Prepare case note folders and complete necessary documentation for all new patients
Liaise with other hospital departments, GPs and other health care agencies when required
Provide cross-cover within the team during absence and implement relevant organisational
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Job description
Job responsibilities
Provide a comprehensive clinical coordination service to the consultant, other doctors and members of the clinical team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
Booking appointments via the CaMIS system, managing multiple Clinicians waiting lists and ensuring appts are booked within the Access Policy Protocol and RTT directives.
Daily maintenance of ERS
Oversee and assist with the coordination of patient pathway management and ensure that all necessary appointments, including outpatients, clinics, waiting lists, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
Oversee and coordinate the relevant Trust databases and patient information systems and ensure that all data is correct and up to date.
Coordinate clinics in conjunction with Consultants and clinical teams diaries to ensure effective time management and utilisation.
Attend meetings as required to ensure effective communication with all service users.
Assist with training and supervision of other members of the clinical administrative team as required thus maintaining a high standard of service to clinicians and the wider team.
Provide general administrative services as required by the department, including filing, photocopying, scanning and other office duties.
Locate medical notes within the department or request them from other locations
Filing/scanning letters and reports into medical notes promptly
Deal with telephone or face to face enquiries within agreed limits and take appropriate actions
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
Reception duties checking patients in at reception
Daily cashing up of clinic
Prepare case note folders and complete necessary documentation for all new patients
Liaise with other hospital departments, GPs and other health care agencies when required
Provide cross-cover within the team during absence and implement relevant organisational
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Person Specification
Education, Training and Qualifications
Essential
- NVQ level 3 or equivalent level of qualification, knowledge or training.
Desirable
- Qualification in information or IT (i.e. ECDL or equivalent).
Knowledge and Experience
Essential
- Experience of data input and monitoring.
- Admin/clerical experience.
- Experience of prioritising workloads and working to tight deadlines.
- Excellent IT skills, including good knowledge of MS Excel.
Desirable
- Experience of CaMIS and HIVE
- Knowledge of RTT & pathways in line with NHS England
Skills
Essential
- Good written and verbal communication skills.
- Ability to work on own initiative.
- Excellent team working skills.
- Ability to achieve high levels of accuracy with excellent attention to detail.
- Flexibility and adaptability around tasks.
Key Competencies, Personal Qualities and Attributes
Essential
- Ability to deal with interruptions in a busy office environment.
- Conscientious.
- Meticulous in approach and highly attentive to detail.
- Enthusiastic.
- Ability to undertake flexible/agile working when required.
Person Specification
Education, Training and Qualifications
Essential
- NVQ level 3 or equivalent level of qualification, knowledge or training.
Desirable
- Qualification in information or IT (i.e. ECDL or equivalent).
Knowledge and Experience
Essential
- Experience of data input and monitoring.
- Admin/clerical experience.
- Experience of prioritising workloads and working to tight deadlines.
- Excellent IT skills, including good knowledge of MS Excel.
Desirable
- Experience of CaMIS and HIVE
- Knowledge of RTT & pathways in line with NHS England
Skills
Essential
- Good written and verbal communication skills.
- Ability to work on own initiative.
- Excellent team working skills.
- Ability to achieve high levels of accuracy with excellent attention to detail.
- Flexibility and adaptability around tasks.
Key Competencies, Personal Qualities and Attributes
Essential
- Ability to deal with interruptions in a busy office environment.
- Conscientious.
- Meticulous in approach and highly attentive to detail.
- Enthusiastic.
- Ability to undertake flexible/agile working when required.
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).
