Job summary
This role is an extension of the combined service co-ordinator role within Nuclear Medicine.
The tasks will be varied on a day-to-day basis; however, there will be a main focus on the bookings and waiting times within Nuclear Medicine. The aim will be to provide a full administration service within the referrals to the medical teams of designated services within the Clinic Management Group ensuring that the quality standards of the Trust are met. You will be providing support and guidance to patients, carers, relatives and others making contact with the service. You will aim to ensure and deliver a Patient Pathway in accordance with Local and National Guidelines in relation to Referral to Treatment (RTT 18 weeks) and Cancer Wait Times Targets. You will also prospectively manage clinic slot availability to ensure maximum efficiencies within the service to agreed templates.
You will be working closely with the Admin Lead and Senior Team Leads at both Glenfield and Leicester Royal Infirmary, along with liaising with the Nuclear Medicine Manager as and where needed. In the absence of the Admin Lead, you will be required to deputise.
Main duties of the job
- To be responsible for the co-ordination and reception duties associated within Nuclear Medicine. This will include maintaining full and accurate patient demographic records both manual and electronic; booking of Scans, injections, follow up scans and pre-assessment appointments; updating RTT pathways and occasionally take minutes of meeting
- Process patient DNA's and cancellations in accordance with relevant pathway guidelines
- To support the identification of any delays/issues that may compromise the delivery of the set waiting times and escalate to the Manager when close to breaching.
- To provide support and training to colleagues in particular Band 2 colleagues in relation to departmental procedures, CRIS functions and patient pathways.
- Request notes and utilise Track-It system to update case note tracking.
- Add patients to the correct systems on CRIS and place patients in the correct holding areas including in-patients, outpatients and surgery patients.
- To check, extract record and update the Paper and E-Referrals within Nuclear Medicine and PET CT on all systems that are used.
- To monitor, maintain and report cancellations, including notice time given and utilisation time available.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us. Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
o We focus on what matters most
o We treat others how we would like to be treated
o We are passionate and creative in our work
o We do what we say we are going to do
o We are one team and we are best when we work together
Job description
Job responsibilities
- To be responsible for the co-ordination and reception duties associated within Nuclear Medicine. This will include maintaining full and accurate patient demographic records both manual and electronic; booking of Scans, injections, follow up scans and pre-assessment appointments; updating RTT pathways and occasionally take minutes of meeting
- Process patient DNAs and cancellations in accordance with relevant pathway guidelines
- To support the identification of any delays/issues that may compromise the delivery of the set waiting times and escalate to the Manager when close to breaching.
- To provide support and training to colleagues in particular Band 2 colleagues in relation to departmental procedures, CRIS functions and patient pathways.
- Request notes and utilise Track-It system to update case note tracking.
- Add patients to the correct systems on CRIS and place patients in the correct holding areas including in-patients, outpatients and surgery patients.
- To check, extract record and update the Paper and E-Referrals within Nuclear Medicine and PET CT on all systems that are used.
- To monitor, maintain and report cancellations, including notice time given and utilisation time available.
- To create and validate Data Quality reports as requested by Admin Lead where needed.
- Provide cover for colleagues as and when required.
- Ability to make decisions depending on above, working closely with the Admin Lead, Senior Team Leads, their deputies, and Nuclear Medicine Manager.
- Be able to deputise in the absence of the Admin Lead.
- Attend the Team Leads meetings and represent Admin and Clerical in the absence of the Admin Lead.
- Responsible for actioning urgent scans/ breaches being authorised & booked in ASAP.
- Hold monthly 1 to 1s with Band 2 clerical staff.
- Be the main mentor for all new starters, ensuring effective inductions are carried out.
- To communicate effectively in an appropriate manner, to patients and staff.
- To liaise with and maintain close working relationships with other staff within Nuclear Medicine and other hospital staff groups.
- Point of contact for inpatient referrals to Nuclear Medicine
- To adhere to all Local Rules, Ionising Radiation Regulations and Health & Safety procedures, including prompt reporting of accidents, equipment faults and untoward incidents and any new policies and procedures.
- Maintain clean and tidy work areas.
- To contribute ideas and suggestions and express any issue of concern to the appropriate manager.
- Keep updated with new developments and policies.
- Exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries.
- Maintain effective communication regarding issues relating to assigned duties, promptly reporting areas of concern.
Job description
Job responsibilities
- To be responsible for the co-ordination and reception duties associated within Nuclear Medicine. This will include maintaining full and accurate patient demographic records both manual and electronic; booking of Scans, injections, follow up scans and pre-assessment appointments; updating RTT pathways and occasionally take minutes of meeting
- Process patient DNAs and cancellations in accordance with relevant pathway guidelines
- To support the identification of any delays/issues that may compromise the delivery of the set waiting times and escalate to the Manager when close to breaching.
- To provide support and training to colleagues in particular Band 2 colleagues in relation to departmental procedures, CRIS functions and patient pathways.
- Request notes and utilise Track-It system to update case note tracking.
- Add patients to the correct systems on CRIS and place patients in the correct holding areas including in-patients, outpatients and surgery patients.
- To check, extract record and update the Paper and E-Referrals within Nuclear Medicine and PET CT on all systems that are used.
- To monitor, maintain and report cancellations, including notice time given and utilisation time available.
- To create and validate Data Quality reports as requested by Admin Lead where needed.
- Provide cover for colleagues as and when required.
- Ability to make decisions depending on above, working closely with the Admin Lead, Senior Team Leads, their deputies, and Nuclear Medicine Manager.
- Be able to deputise in the absence of the Admin Lead.
- Attend the Team Leads meetings and represent Admin and Clerical in the absence of the Admin Lead.
- Responsible for actioning urgent scans/ breaches being authorised & booked in ASAP.
- Hold monthly 1 to 1s with Band 2 clerical staff.
- Be the main mentor for all new starters, ensuring effective inductions are carried out.
- To communicate effectively in an appropriate manner, to patients and staff.
- To liaise with and maintain close working relationships with other staff within Nuclear Medicine and other hospital staff groups.
- Point of contact for inpatient referrals to Nuclear Medicine
- To adhere to all Local Rules, Ionising Radiation Regulations and Health & Safety procedures, including prompt reporting of accidents, equipment faults and untoward incidents and any new policies and procedures.
- Maintain clean and tidy work areas.
- To contribute ideas and suggestions and express any issue of concern to the appropriate manager.
- Keep updated with new developments and policies.
- Exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries.
- Maintain effective communication regarding issues relating to assigned duties, promptly reporting areas of concern.
Person Specification
Training & Qualifications
Essential
- Maths and English GCSE level grade C - A* or from 2017 GCSE grade 4 - 9 or equivalent. NVQ level 3 or equivalent
Desirable
- Previous Staff supervision
Experience
Essential
- Good IT Skills/Experience Significant experience in an administration based Environment Experience of coordinating diaries To have a good understanding and the ability to communicate in English both written and spoken
Desirable
- NHS/Hospital Experience Staff supervision Understanding of CRIS and other hospital systems Clinic coordination Understanding of Medical Terminology
Communication and relationship skills
Essential
- Effective communication skills Tact and diplomacy
Desirable
- Exposure to dealing with complaints
Person Specification
Training & Qualifications
Essential
- Maths and English GCSE level grade C - A* or from 2017 GCSE grade 4 - 9 or equivalent. NVQ level 3 or equivalent
Desirable
- Previous Staff supervision
Experience
Essential
- Good IT Skills/Experience Significant experience in an administration based Environment Experience of coordinating diaries To have a good understanding and the ability to communicate in English both written and spoken
Desirable
- NHS/Hospital Experience Staff supervision Understanding of CRIS and other hospital systems Clinic coordination Understanding of Medical Terminology
Communication and relationship skills
Essential
- Effective communication skills Tact and diplomacy
Desirable
- Exposure to dealing with complaints
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).
