Job summary
Are you a highly motivated individual that excels under pressure? If so, then this is the role for you!
We are looking for a well-motivated, flexible and adaptable person who enjoys a challenge to join the busy Maxillofacial Admin Team. This role will include preparing clinics, sitting clinic reception, and liaising with patients, clinicians and the rest of the Maxillofacial team.
The right applicant will ideally have previous clerical and customer service experience. You should be enthusiastic, motivated and have excellent communication and organisational skills. You should be able to work well under pressure and have the ability to prioritise your own workload.
You will be expected to use your initiative and discretion, have an enthusiasm for your work and an excellent 'team' working ethos which is essential for our service to succeed.
Main duties of the job
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To locate all patient records and prepare them for the clinic.
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Ensure that all other tests and investigations are present in the hospital notes prior to the patient's appointments.
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Search and request all missing notes.
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Request any foreign notes well in advance of the patients appointment date.
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Work closely with Administration team in connection with changes to appointments or reduction of clinics.
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To offer a reception service to the patients on clinic.
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Ensure accurate patient demographic information is sought at the clinic appointment and that both the hospital notes and hospital system are updated accordingly.
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To deal efficiently diagnostic test requests forms.
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To be responsible for the timeliness, accuracy and integrity of the data that is recorded on paper and electronic systems.
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To ensure that case note tracking is complete and accurate
Prioritise work in an appropriate order to ensure completed within target.
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Clinic preparation specifically retrieval of notes, filing, tracking in and out , photocopying, filing, or any administration duties as deemed necessary to support the patient.
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Take telephone enquiries for the pathway team and respond.
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Ensure all clinical outcomes are accurately recorded both paper and
Provide a courteous and efficient reception .
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
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Ensure accurate and timely processing of clinical and administrative correspondence (clinic letters, discharge summaries, operation notes, audit figures and non-clinical letters) from digital dictation, voice recognition or outsourced company received from the Consultants and medical staff teams.
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To receive referrals and make new and follow up appointments
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To ensure full utilisation of clinic slots available.
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To ensure all Local and National Standards are applied to referrals, RTT & National Cancer Targets, date stamping, data quality checks, partial booking, UHL patient Access and Data Management Policy
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Add patients to appropriate waiting lists
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Respond to prioritised work in appropriate order to ensure work is completed within agreed targets times.
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Maintain a separate to do list which identifies any patient related tasks the consultant has asked whilst dictating medical transcription.
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Work as a team member with other Administration Team colleagues to establish familiarity of terminology to enable provision of cover for absent colleagues.
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Photocopying, filing, or any administrative duties as deemed necessary to support the patient journey
-
To take telephone enquiries for the Pathway team and respond appropriately and as directed
-
Clinic preparation specifically retrieval of notes, filing, tracking in and out
-
To utilise the Track-IT system to update case note tracking.
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To ensure all information relevant to the outpatient appointment is recorded in the case notes
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To ensure all outcomes are recorded accurately both paper and electronic
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To update Trust missing data using missing data reports
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Undertake any other administrative and supportive duties relevant to the role such as prepping & sitting clinics, some typing, assistance with contacting patients with TCI arrangements
(please refer to the job description/person specification for full details on the role)
Previous applicants need not apply.
Job description
Job responsibilities
-
Ensure accurate and timely processing of clinical and administrative correspondence (clinic letters, discharge summaries, operation notes, audit figures and non-clinical letters) from digital dictation, voice recognition or outsourced company received from the Consultants and medical staff teams.
-
To receive referrals and make new and follow up appointments
-
To ensure full utilisation of clinic slots available.
-
To ensure all Local and National Standards are applied to referrals, RTT & National Cancer Targets, date stamping, data quality checks, partial booking, UHL patient Access and Data Management Policy
-
Add patients to appropriate waiting lists
-
Respond to prioritised work in appropriate order to ensure work is completed within agreed targets times.
-
Maintain a separate to do list which identifies any patient related tasks the consultant has asked whilst dictating medical transcription.
-
Work as a team member with other Administration Team colleagues to establish familiarity of terminology to enable provision of cover for absent colleagues.
-
Photocopying, filing, or any administrative duties as deemed necessary to support the patient journey
-
To take telephone enquiries for the Pathway team and respond appropriately and as directed
-
Clinic preparation specifically retrieval of notes, filing, tracking in and out
-
To utilise the Track-IT system to update case note tracking.
-
To ensure all information relevant to the outpatient appointment is recorded in the case notes
-
To ensure all outcomes are recorded accurately both paper and electronic
-
To update Trust missing data using missing data reports
-
Undertake any other administrative and supportive duties relevant to the role such as prepping & sitting clinics, some typing, assistance with contacting patients with TCI arrangements
(please refer to the job description/person specification for full details on the role)
Previous applicants need not apply.
Person Specification
Training & Qualifications
Essential
- Educated to GSCE standard or equivalent
- Computer Literate
Experience
Essential
- Experience in dealing with customers / patients
Desirable
- One year's admin experience
- Understanding of medical terminology
Planning and organisation skills
Essential
- Organisation skills
- Able to prioritise
Person Specification
Training & Qualifications
Essential
- Educated to GSCE standard or equivalent
- Computer Literate
Experience
Essential
- Experience in dealing with customers / patients
Desirable
- One year's admin experience
- Understanding of medical terminology
Planning and organisation skills
Essential
- Organisation skills
- Able to prioritise
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).
