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Will work closely and as part of a team with nursing, secretarial and medical staff associated with each clinic.
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Daily responsibility for making clinic appointments ensuring the accurate completion of the appointment outcome within 24 hours of the clinic.
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To schedule appointments as delegated by Consultant teams.
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To ensure that any special equipment / requirements (eg foreign case notes, interpreters, scans, x-rays and prosthesis) are arranged for admission.
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Undertake the waiting list validation programme ensuring accurate and early identification of potential long waiters in line with recommendations of the UHL Patient Access Policy.
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To register all new referrals on HISS within 24 hours of receipt.
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To issue new hospital numbers to patients new to the UHL and make up case notes with front sheet, labels and relevant inserts.
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To ensure all new patients are placed on a waiting list and appropriate partial booking letters are sent prior to their impending appointment keeping within breach guidelines and current Trust policy.
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Monitor closely patients progress throughout the partial booking process keeping Line Management aware of any problems.
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Be responsible for liaising with consultants as to the urgency of appointments and sending out appropriate letters.
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Case Note Management
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To be responsible for the preparation of case notes for outpatient clinics, ensuring that all the relevant x-rays, test results and other information are available to the medical team on the day of the patients clinic appointment. This includes information from other hospitals.
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To be responsible for transferring all case notes on the HISS system at the end of clinic to their appropriate destination ensuring that the case note tracking system is continually updated.
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To ensure that all case notes and patient records are maintained in good condition thus preventing the loss or misplacement of vital patient information.
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Appointment Duties
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To receive appointment letters and take responsibility for liaising with consultants as to the urgency of the appointment required.
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To arrange new appointments on the HISS system in line with the booking rules of the clinic, thus ensuring that all outpatients receive appropriate and timely appointments.
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To be responsible for the reduction or cancellation of clinics in liaison with administration managers and individual consultant guidelines.
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Adhere to the individual consultant guidelines for overbooking of clinics.
Co-ordinate requests for appointments from wards, other hospitals, and medical secretaries ensuring that each patient receives the appropriate follow up appointment.
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Identify overseas visitors according to the Trust policy, notifying the over-seas visitor Co-ordinator if necessary.
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To ensure that ambulance transport is ordered for patients if necessary, thus ensuring that timely and appropriate transport is provided for outpatient requirements.
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Provide a central point of enquiry for GPs secretaries, health visitors, other hospitals, patients and their relatives.
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Ensure that all 2 week wait referrals are dealt with in a timely manner.
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Reception Management
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To provide a courteous, professional service at all times.
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To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records.
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At the end of the clinic to be responsible for ensuring accurate outcomes are recorded on the HISS system for each patient thus maintaining the full and accurate patient records.
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Ensure that the patients time in outpatients is tracked on HISS in accordance with the Patients Access Policy.
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Ensure that all HRG coding details are entered accurately onto HISS.
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To ensure that the data inputted onto HISS is correct and as complete as possible.
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To actively participate in the sharing of skills and experience in the Clinic Team associated with each speciality, aiding the spread of good practice throughout the team.
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As part of the Clinic Co-ordinator team, to be responsible for the cover of sickness and absence amongst team members, ensuring the service is maintained at the required level.
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To attend in-service training or meetings to ensure that the skills and knowledge are kept up to date and appropriate to the post.
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The post holder will manage an agreed number of outpatient clinics and day case admissions for the Medical Team, liaising with patients, carers and staff at all levels.
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Duties will include administrative support for local MDT and audit functions as required, and sorting and distributing post to relevant staff.
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Will be responsible for the efficient administration of outpatients and day case appointments from initial referral to patient attendance and finally discharge from clinic, including adherence to RTT and Cancer pathway rules.
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Will ensure that the information on HISS is correct and complete and validate that information on a regular basis.
