Job summary
Band 3 - Higher Appointments Clerk
37.5 hours per week
Flexible contract hours worked between Monday - Friday 08:00 - 20:00
An exciting opportunity has arisen in the Radiology department for a Higher Appointment Clerk based on the RLUH site.
We are currently seeking keen, enthusiastic, self motivated and highly organised individuals with excellent communications skills to join our current team of Appointment staff.
The successful post holder will work as part of the administration team, providing a friendly and efficient clerical service. As well as having excellent organisational, communication and interpersonal skills. It is essential that applicants are able to prioritise work, handle difficult situations, have a flexible approach to working, work as part of a team and have experience in working in the NHS.
Previous applicants need not apply.
Main duties of the job
The post holder will demonstrate excellent communication, operational and interpersonal skills. They will be responsible for processing radiology scan requests, prioritising work, monitoring breach dates correctly and booking complex procedures for imaging in line with DM01 Diagnostic, 18-week referral to treatment and cancer targets.
The post holder will work closely with clinicians, clinical leads and managers to ensure the delivery of the diagnostic pathways.
The post holder will be multi-skilled, have a good working knowledge of diagnostic appointment booking templates, capacity and demand.
About us
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook - Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Job description
Job responsibilities
- To co-ordinate the booking arrangements, following appropriate protocols for all modalities and sites for routine and complex procedures within radiology and continuously keep up to date with any changes.
- To be responsible for inputting patient information, identifying and coordinating patients, from a wide range of systems on ICE, IPM, PENS and the Radiology information system (RIS) and to be able to use these systems at one time
- To ensure that Radiologists, Radiographers and nursing team are fully informed of planned patient and procedures and to ensure that patient information and medical alerts are adequately displayed
- Organisation of admission, for specialised imaging examination by liaising with day case ward staff
- To co-ordinate changes to established plans arising from cancelations or deferment of admission by patient and to ensure medical, day case ward and radiography staff are aware of these changes.
- Demonstrate a specialised knowledge of imaging investigations and how they are performed and confidently provide appropriate information to patients regarding various medications that need to be adjusted prior to examinations in line with protocols.
- To ensure distribution of written information/documentation and the necessary Medical Diagnostic Agents to patients and ensure that this is recorded accurately on Radiology information system
- Communicate changes to appointments to patients over the telephone often at short notice.
- To assist in the provision of a pleasant and efficient service ensuring patients experience a professional level of care and be able to empathise with upset patients and relatives and sometimes, volatile situations
- Liaise with clinical and non-clinical teams across the Trust and external organisations including over the telephone and via email
- To manage and monitor the radiology waiting lists for all modalities in line with imaging pathways and highlighting any breaches to the appropriate line manager
- Follow the policy for patients who do not attend (DNA) their appointment
- To produce and maintain daily appointment schedules and to cancel and rearrange appointment sessions/lists as necessary
- To supervise other administrative staff when indicated by the appointments Co-ordinator on an ad hoc basis
- Understand the vetting prioritisation coding and being responsible for recognising and bringing any urgent requests for patients examination immediately to the attention of Radiologists/Radiographers
- Responsible for prioritising own workload in an environment where the arrangement of urgent appointments requiring patient preparation, or the rescheduling of appointments may be required interrupting established plans
- The coordination of suitable interpreting arrangements when required
- To apply good housekeeping practices ensuring the non-wastage of non-clinical consumables and to act and or/inform line manger of the necessity to replace low stock levels.
- To assist in the arrangement of appointments of patients participating in various clinical trials
- Co-operate in the development and implementation of directorate policies (ISO Documentation)
- To participate in the retrieval of information at the direction of the senior managers for audit and research purpose.
- Be able to accurately follow departmental policy with recording of results for clinical staff to check prior to the examination.
- Create appointments as directed by radiologist reports.
- Notify clinicians if a patient does not attend or has been rejected by a radiologist
- Must be aware of the importance of deadlines and be able to plan and structure their own working practices to achieve these
- Must be able to concentrate through distractions to ensure the accurate recording of patient information on the Radiology Information System
For full details please see job description and personal specification.
Job description
Job responsibilities
- To co-ordinate the booking arrangements, following appropriate protocols for all modalities and sites for routine and complex procedures within radiology and continuously keep up to date with any changes.
- To be responsible for inputting patient information, identifying and coordinating patients, from a wide range of systems on ICE, IPM, PENS and the Radiology information system (RIS) and to be able to use these systems at one time
- To ensure that Radiologists, Radiographers and nursing team are fully informed of planned patient and procedures and to ensure that patient information and medical alerts are adequately displayed
- Organisation of admission, for specialised imaging examination by liaising with day case ward staff
- To co-ordinate changes to established plans arising from cancelations or deferment of admission by patient and to ensure medical, day case ward and radiography staff are aware of these changes.
- Demonstrate a specialised knowledge of imaging investigations and how they are performed and confidently provide appropriate information to patients regarding various medications that need to be adjusted prior to examinations in line with protocols.
- To ensure distribution of written information/documentation and the necessary Medical Diagnostic Agents to patients and ensure that this is recorded accurately on Radiology information system
- Communicate changes to appointments to patients over the telephone often at short notice.
- To assist in the provision of a pleasant and efficient service ensuring patients experience a professional level of care and be able to empathise with upset patients and relatives and sometimes, volatile situations
- Liaise with clinical and non-clinical teams across the Trust and external organisations including over the telephone and via email
- To manage and monitor the radiology waiting lists for all modalities in line with imaging pathways and highlighting any breaches to the appropriate line manager
- Follow the policy for patients who do not attend (DNA) their appointment
- To produce and maintain daily appointment schedules and to cancel and rearrange appointment sessions/lists as necessary
- To supervise other administrative staff when indicated by the appointments Co-ordinator on an ad hoc basis
- Understand the vetting prioritisation coding and being responsible for recognising and bringing any urgent requests for patients examination immediately to the attention of Radiologists/Radiographers
- Responsible for prioritising own workload in an environment where the arrangement of urgent appointments requiring patient preparation, or the rescheduling of appointments may be required interrupting established plans
- The coordination of suitable interpreting arrangements when required
- To apply good housekeeping practices ensuring the non-wastage of non-clinical consumables and to act and or/inform line manger of the necessity to replace low stock levels.
- To assist in the arrangement of appointments of patients participating in various clinical trials
- Co-operate in the development and implementation of directorate policies (ISO Documentation)
- To participate in the retrieval of information at the direction of the senior managers for audit and research purpose.
- Be able to accurately follow departmental policy with recording of results for clinical staff to check prior to the examination.
- Create appointments as directed by radiologist reports.
- Notify clinicians if a patient does not attend or has been rejected by a radiologist
- Must be aware of the importance of deadlines and be able to plan and structure their own working practices to achieve these
- Must be able to concentrate through distractions to ensure the accurate recording of patient information on the Radiology Information System
For full details please see job description and personal specification.
Person Specification
Skills
Essential
- Computer skills
- Good communication and interpersonal skills
- Prioritisation Skills
Qualifications
Essential
- NVQ 3 Customer Care or equivalent
Desirable
- Possession of full NVQ 3 Customer Care and experience of implementing such skills in the workplace
Experience
Desirable
- Experience of working in an office/multi disciplinary environment.
- Previous NHS/healthcare provider experience
Knowledge
Desirable
- Knowledge of Patient Administration System
Person Specification
Skills
Essential
- Computer skills
- Good communication and interpersonal skills
- Prioritisation Skills
Qualifications
Essential
- NVQ 3 Customer Care or equivalent
Desirable
- Possession of full NVQ 3 Customer Care and experience of implementing such skills in the workplace
Experience
Desirable
- Experience of working in an office/multi disciplinary environment.
- Previous NHS/healthcare provider experience
Knowledge
Desirable
- Knowledge of Patient Administration System
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).
