Job summary
The post holder will be responsible for ensuring the effective day to day administration and co-ordination of clerical procedures concerning outpatient clinics in line with National Policy and locally agreed guidelines. Specifically, the post holder will ensure that trust targets (RTT) are adhered to and all systems are kept up to date.
Main duties of the job
Do you have good organisational skills?
Do you process excellent communication skills?
Are you looking at joining the NHS?
The Neurology Admin team at UHL are looking for a full time clinic co-ordinator to work Monday to Friday at our site Leicester General Hospital.
This is a varied and interesting role with great learning opportunities. You will be responsible for the flow of patients through the outpatients department and the preparation of medical notes, booking and cancelling of appointments. You will also be working very closely with the Neurology consultants, registrars and nurse specialists. An excellent starting point for anyone interested in joining the NHS learning the basics and advancing within the trust, clinic co-ordinator skills carry over to a lot of more advanced roles if your goal is to progress.
You must possess excellent communication skills, working with deadlines and accurate keyboard skills are essential qualities that we are looking for.
Please note that this vacancy will close as soon as a sufficient number of applications are received.
If you are interested in this post we advise that you apply for the post as soon as possible.
***Previous interviewed candidates need not apply***
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/
See Supporting Documents for a more detailed job description and person specification.
Job description
Job responsibilities
To register new patient referrals on HISS within 24 hours. To be responsible for actioning referrals graded by our consultants. To be responsible for ensuring patients are put on to relevant consultants waiting list and appropriate letters are sent out in keeping with Trust Policy. To be responsible for liaising with consultants for urgent/two week wait appointments. To be aware of any overseas visitor or private patients that are referred and notifying relevant department, or management. To ensure that all patients are booked for relevant consultants when making appointments.
To locate all patient records and prepare them for the clinic in line with Directorate Guidelines ensuring appropriate patient correspondence is present. Prepare a pulling list from the HISS system at least 2 weeks in advance in order to prep clinics with notes. Ensure that all other tests and investigations are present in the hospital notes prior to the patients appointment. Search and request all missing notes when required. Also checking pulling lists for medical records when notes within our department are urgently needed. Managing the received notes from medical records on a rota basis.
Liaise with other team members and medical secretaries in connection with changes to appointments or reduction of clinics. Responsible for queries and enquiries regarding appointments.
To offer a reception service to the patients on clinic utilising the HISS system to document their arrival and their outcome at the end of their consultation. Ensure accurate patient demographic information is sought at the clinic appointment and that both the hospital notes and HISS system are updated accordingly. To ensure that surgeries are coded with correct procedure codes. To accurately prep surgical notes with request forms. To be responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems, by ensuring your clinic has been wrapped up and relevant documents are scanned to a national database. To ensure that case note tracking is complete and accurate.
To ensure that all investigation results are signed by a member of the medical staff before filing in case notes. To follow up any investigations and results not received to prevent unnecessary delays to patients.
Job description
Job responsibilities
To register new patient referrals on HISS within 24 hours. To be responsible for actioning referrals graded by our consultants. To be responsible for ensuring patients are put on to relevant consultants waiting list and appropriate letters are sent out in keeping with Trust Policy. To be responsible for liaising with consultants for urgent/two week wait appointments. To be aware of any overseas visitor or private patients that are referred and notifying relevant department, or management. To ensure that all patients are booked for relevant consultants when making appointments.
To locate all patient records and prepare them for the clinic in line with Directorate Guidelines ensuring appropriate patient correspondence is present. Prepare a pulling list from the HISS system at least 2 weeks in advance in order to prep clinics with notes. Ensure that all other tests and investigations are present in the hospital notes prior to the patients appointment. Search and request all missing notes when required. Also checking pulling lists for medical records when notes within our department are urgently needed. Managing the received notes from medical records on a rota basis.
Liaise with other team members and medical secretaries in connection with changes to appointments or reduction of clinics. Responsible for queries and enquiries regarding appointments.
To offer a reception service to the patients on clinic utilising the HISS system to document their arrival and their outcome at the end of their consultation. Ensure accurate patient demographic information is sought at the clinic appointment and that both the hospital notes and HISS system are updated accordingly. To ensure that surgeries are coded with correct procedure codes. To accurately prep surgical notes with request forms. To be responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems, by ensuring your clinic has been wrapped up and relevant documents are scanned to a national database. To ensure that case note tracking is complete and accurate.
To ensure that all investigation results are signed by a member of the medical staff before filing in case notes. To follow up any investigations and results not received to prevent unnecessary delays to patients.
Person Specification
Education
Essential
- Educated to GCSE standard English/Maths
Desirable
Expereince
Essential
- Customer Service Experience
Desirable
Skills
Essential
- Effective Communication Skills
- Ability to act on own initiative
Desirable
Person Specification
Education
Essential
- Educated to GCSE standard English/Maths
Desirable
Expereince
Essential
- Customer Service Experience
Desirable
Skills
Essential
- Effective Communication Skills
- Ability to act on own initiative
Desirable
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).
