Ashford & St. Peter's Hospitals NHS Foundation Trust

Clinical Office Coordinator - Band 4

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Job summary

An exciting opportunity has arisen for someone to join the Orthodontic and Maxillofacial clinical office at Ashford Hospital. A 32 hour role of the Clinical Office Coordinator is required to provide administrative support within the main clinical office; it requires a high level of organisational skills and someone who is good at communicating with a wide range of health care professionals as well as patients and their relatives. The successful candidate will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient waiting lists for both new and follow up patients, completing clinic letters and coordinating clinic templates.

Computer skills are essential and training will be given on hospital administration systems.

In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).

Main duties of the job

The Clinical Office Co-ordinator will provide:

a comprehensive administrative service to the Consultants and their Medical team

Responsibility for the day to day management of clinical office administrators and clinical office assistants.

Organise their workload with the Consultants and Teams, co-ordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided.

Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.

To work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trusts Access Policy.

Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.

It is expected that Clinical Office Administrative Co-ordinators are fully able to fulfil the role of the Clinical Office Administrator.

For further information about this post, please contact: Emily Sears emily.sears@nhs.net or Sophie Eldred sophie.eldred1@nhs.net

About us

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in the boroughs of Runnymede, Spelthorne, Woking and parts of Elmbridge, Hounslow, Surrey Heath and beyond. The Trust employs around 4,400 individual members of staff. Our turnover was £387.3 million in 2020/21.The Trust provides a whole range of services across its hospital sites. The majority of planned care, like day case and orthopaedic surgery and rehabilitation services, is provided at Ashford Hospital, with more complex medical and surgical care and emergency services at St. Peters Hospital. Our vision at Ashford & St Peters is to provide an outstanding experience and outcomes for patients and staff. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

PLEASE BE AWARE THAT ADVERTS MAY CLOSE BEFORE THEIR PUBLISHED CLOSING DATE, THEREFORE PLEASE SUBMIT YOUR APPLICATION AS SOON AS POSSIBLE.

For support with making your application, you may want to follow this link supplied by NHS Jobs :

https://www.youtube.com/watch?v=Snr886EetV8

Find out more about the Trust by visiting Join the Team - https://www.ashfordstpeters.nhs.uk/your-job-application

Date posted

15 December 2022

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,597 a year Includes HCAS

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9323-OWA2226-2

Job locations

Ashford Hospital

London Road

Ashford

TW15 3AA

Job description

Job responsibilities

Using Qlikview on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.

To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.

Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy.

To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.

To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.

Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Patient Centre.

Dispose of outstanding uncashed clinic outcomes on Patient Centre.

Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

Manage changes in clinic templates as directed by Team Leader/Service Manager.

General Responsibilities:

Attend regular team meetings arranged by Team Leader.

As part of a team with other Clinical Office Co-ordinators, provide secretarial/admin cover from Monday to Friday each week within each specialty.

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

Provide a fast and accurate clinical correspondence secretarial/admin. Service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for consultant teams.

To use new working systems within the Clinical Office to promote an efficient service, ie the outsourced transcription service, e-correspondence to PCT GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives

Competent use of Patient Centre, in particular in relation to the 18 week patient pathway, after training in accordance with required Trust standards of work. Ensure changes notified by patients are added accurately and immediately.

Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management

Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.

Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times.

Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required.

Attend relevant departmental meetings and provide Secretarial services as required eg booking venues, typing accurate minutes and agendas and circulating documentation as required.

Working as part of a team; supervising Clinical Office Administrators and Assistants where applicable and assisting with the training of new and temporary staff providing support and advice as appropriate

Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.

For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.

When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust.

To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda for Change.

Co-ordination and support of clinics as required.

Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained

Implement any relevant Trust and Directorate policies on behalf of the Consultant team

Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/ cancelled when necessary adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants.

Responsible for notifying the Patient Pathway Team, the Service Manager, and the Appointment Centre in a timely fashion (minimum of 7 weeks notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction

Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc. or cancellation of outpatient clinics or theatre lists.

Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department.

Responsible for ensuring copies of clinic letters are available in notes/ Evolve for booked operations.

Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.

General office duties including filing and photocopying.

Undertake all mandatory training as required by the Trust.

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

Communication and Engagement

Deal with patient queries effectively written and via telephone/email.

Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.

Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.