Clinic Coordinator

Job description

Job responsibilities

Process outpatient referral letters to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.

Responsible for supporting the 2WW with finding additional slots for the Gynaecology department

Responsible for General Gynae Advice & Guidance

Responsible for printing Choose and Book referrals and monitoring and actioning the ASI list

Check and action ERS daily

Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.

Amalgamate duplicate hospital numbers in accordance with the duplication guidelines.

Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.

Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets

Coordinate referrals to consultants for grading

Responsible for new and rescheduled new and follow up outpatient appointment processes ensuring that the requirements of the patient as well as the clinician are met, receiving and coordinating referrals to clinics and ensuring the rapid access to those clinics as appropriate

Arrange appointments for investigations and/or make appointments for additional patient tests as required by the clinician and where appropriate.

Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.

Ensure patients are contacted verbally to make and agree appointments. A minimum of three attempts should be made to contact patient to agree appointment. If no response after third attempt appointment to be sent by letter. Record all attempts to contact patient by telephone.

All appointments to be confirmed by a letter to patient/parent or guardian with regards to children

Liaise with consultants and secretaries regarding clinic availability

Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards such as the 18 week RTT pathway.

Receive and prepare relevant correspondence and material as required for clinical teams

Ensure that all correspondence and documentation is filed promptly and cross referenced

Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines

Assist with the coordination of clinics to ensure effective time management and utilisation

Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.

Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care

Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.

Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures.

Provide general admin services including photocopying, filing, faxing and other office routines.

Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible

Liaise with other hospital departments, GPs and other health care agencies when required

To post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies

Provide cross cover within team during absence complying with relevant organisational policy on attendance

Receive and sort daily post, date stamp and distribute as appropriate

Person Specification

Skills & Abilities

Essential

• Developed attention to detail and accuracy.
• Organisational skills and the ability to work methodically and prioritise.
• Ability to cope under pressure and meet deadlines.
• Ability to help build effective working relationships at all levels of staff including consultants, junior medical staff, practitioners, nurses, technicians, managers.
• Able to maintain confidentiality at all times.
• Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required.

Knowledge & Experience

Essential

• Very good written and verbal communication skills.
• Courteous, tactful and efficient telephone manner.
• Proficient in Microsoft packages including Word and Outlook.
• Experience of working in a busy office environment.
• Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary.
• Analytical and judgement skills for problem solving.
• Work well as part of a team.

Desirable

• Knowledge of RTT & Pathways in line with NHS England.
• NHS Experience.
• Camis & E-referral Experience.

Education, Training & Qualifications

Essential

• Minimum 3 GCSE at Grade C or above, including English or equivalent.

Desirable

• NVQ3, RSA3 or equivalent experience or qualifications.

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).

Employer details

Employer name

Northampton General Hospital

Address

Northampton General Hospital

Cliftonville

Northampton

NN1 5BD

Employer's website

https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)