Job summary
We have an exciting opportunity for a full time Clinic Coordinator working within the RRCV Group in the Thoracic Surgery Department
The team at the University Hospitals of Leicester NHS Trust is a busy and diverse working environment providing a high-quality service to patients and clinical staff with booking procedures. You will be part of a team of coordinators working to provide a seamless clinical booking service and you will need to have a flexible approach and a commitment to working as part of a team.
The successful candidate will need to be a good team player, able to use their initiative and prioritise their workload. to ensure tasks are completed in a timely manner. The ability to work to tight deadlines whilst dealing with frequently changing priorities is also essential.
The successful applicant will be enthusiastic, confident and self-motivated, enjoy working in a challenging, busy environment and will have experience of working in a busy customer focused environment.
Your work will mainly be telephone and IT based so you should have an excellent customer service background as well as good keyboard skills and proven working knowledge of Microsoft Office packages and HISS are essential.
If you are looking for a new challenge and would like to work in this busy, friendly environment then this is the role for you.
Main duties of the job
To manage clinics from a clerical perspective, liaising with patients, carers and staff of all levels, including medical staff. To be responsible for the efficient administration of outpatient appointments, from initial referral to patient attendance and finally discharge from clinic. To work closely with team members including nursing, secretarial and medical staff.
To provide support and guidance to patients, carers, relatives and others making contact with the service. To prospectively manage clinic slots to ensure maximum efficiencies within the service to agreed scheduling ensuring procedures are booked in accordance with Local and National Guidelines in relation to Referral to Treatment
Meticulous attention to detail and organisation skills are necessary for this role, as are excellent communication skills and the ability to work effectively as part of a team as this post will require working closely with a wide range of staff including Consultants, Nursing staff and the Admin & Clerical team so the ability to build relationships is a key requirement.
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
Please see job description/person specification for further details on the role:
- The post holder will be responsible for by making sure all relevant paperwork, medicalnotes and letters are available for patient appointments.
- Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as x-rays, additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notesat the patient appointment.
- Adhere to the appropriate guidelines for the overbooking of clinics.
- Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
- Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
- Deal with queries and enquiries regarding appointments.
- Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales (for instance, time spent in pre-assessment where required), and any outcomes and follow on actions, at the end of their consultation.
- Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly, to ensure an accurate patient record.
- Monitor appointment waiting times, ensuring that patients are informed of any delays.
- To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently
Job description
Job responsibilities
Please see job description/person specification for further details on the role:
- The post holder will be responsible for by making sure all relevant paperwork, medicalnotes and letters are available for patient appointments.
- Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as x-rays, additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notesat the patient appointment.
- Adhere to the appropriate guidelines for the overbooking of clinics.
- Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
- Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
- Deal with queries and enquiries regarding appointments.
- Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales (for instance, time spent in pre-assessment where required), and any outcomes and follow on actions, at the end of their consultation.
- Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly, to ensure an accurate patient record.
- Monitor appointment waiting times, ensuring that patients are informed of any delays.
- To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently
Person Specification
Training & Qualifications
Essential
- GCSEs in English and Maths or equivalent, eg NVQ
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Experience
Essential
- Previous experience in an administrative role where patient/customer care was a job requirement. Accurate keyboard skills
Desirable
- Awareness of national policy concerning patient care and developments within the Trust. Previous experience of using computerised information systems
Analytical and Judgement skills
Essential
- Able to solve problems and take preventative actions, referring to others where appropriate
Planning and organisation skills
Essential
- Sound organisational skills - able to work under pressure and prioritise work. Able to meet deadlines. Able to use own initiative. Pays attention to detail and consistently produces accurate work.
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Communication and relationship skills
Essential
- Effective team worker. Good verbal and written communication skills. Deals with situations with tact and diplomacy. Able to deal with personal information with sensitivity, always respecting privacy and dignity. Able to deal with enquiries where there may be barriers to understanding. Ensures professional behavior and integrity at all times.
Skills
Essential
- Data protection and confidentiality. Adheres to policies and procedures
Person Specification
Training & Qualifications
Essential
- GCSEs in English and Maths or equivalent, eg NVQ
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Experience
Essential
- Previous experience in an administrative role where patient/customer care was a job requirement. Accurate keyboard skills
Desirable
- Awareness of national policy concerning patient care and developments within the Trust. Previous experience of using computerised information systems
Analytical and Judgement skills
Essential
- Able to solve problems and take preventative actions, referring to others where appropriate
Planning and organisation skills
Essential
- Sound organisational skills - able to work under pressure and prioritise work. Able to meet deadlines. Able to use own initiative. Pays attention to detail and consistently produces accurate work.
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Communication and relationship skills
Essential
- Effective team worker. Good verbal and written communication skills. Deals with situations with tact and diplomacy. Able to deal with personal information with sensitivity, always respecting privacy and dignity. Able to deal with enquiries where there may be barriers to understanding. Ensures professional behavior and integrity at all times.
Skills
Essential
- Data protection and confidentiality. Adheres to policies and procedures
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).
