Job summary
Radiology are looking to appoint one part time receptionist to work along side another to support the Malvern Radiology department. The role of receptionist in Radiology is seen as one of the most important roles in the admin team. You are the face of Radiology, with a warm and reasuring smile at all times and a can-do attitude.
The new Malvern Hosptial was open in 2011 and the Radiology department supports clinics, GP referrals and Minor Injury for X-ray and is due to support Ultrasound scanning.
The two staff will need to work 8.30 to 13.00 and the second to work 12.30 to 17.00 a total of 22.5hrs for each role. Discussion with staff once recruited as to who will work earlier shift and who will work later or if alternate weeks to be considered best option. The successful candidates will be expected to support each other and cover for annual leave and sick leave up to a maximum of 37.5hrs per week.
If you feel you are the right person for the role and the hours suit you will be made to feel very welcome in the team.
Main duties of the job
Responsible for the registration of patients attending for Radiology appointments using the Radiology Information System (RIS) & PAS
Checking examinations have not been done elsewhere in the Trust ( IR (ME)R regulations)
Alerting clinical staff of patient alarms
Aranging return hospital transport for patients coming on transport as per guidelines
Post and Stationery to be sorted on day
Checking electronic requests are added to Waiting List or Request Lists
Clearing orders in deferred
Dealing with telephone and reception queries
Reviewing SMS text and dealing with details
Taking contact telephone numbers for SMS reminders . Amending PAS
Ensuring that the reception is adequately staffed
Attend/contribute to staff meetings.
Flexible in covering during leave/sickness.
Appointments:
To make simple/non-complex appointments and rescheduling
Dealing with electronic orders for clinics, MIU and GPs
Ensure DNA (nonattendances) notifications are sent to referrer promptly
Scanning in any clinical paperwork requested by the clinical team.
Referrals:
To demonstrate problem solving skills
Ensure that confidential waste is dealt with daily
Adopt a flexible, positive and energetic approach to work
To cover departments core hours and offer support for out of hours work
Deal with equipment breakdown
Keep work area/reception clean, tidy and safe
Keep patients informed of delays
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Key Duties: Responsible for the registration of patients who attend for examination, using the Radiology Information System (RIS) to check patient data accordance with department protocols, where necessary updating such information (including updating the Trust PAS)
Staff will check that the examinations have not been done elsewhere in the Trust. Complying with IR (ME)R regulations as advised by the Office Manager.
They are Responsible for alerting clinical staff with regards to any patient alarms as indicated on RIS or advised by the patient or referrer.
Liaising with diagnostic rooms in cases of delays or sudden peaks in patient arrivals. Ascertaining the needs of patients and visitors and taking appropriate action, such as advising on waiting times and how to obtain results of examinations.
Ensuring that the post is open and distributed promptly and any stationery delivered is signed for only when checks are made that the order is relevant to the department
Ensuring that all paper referrals received are entered onto RIS in a timely fashion prior to the appointment letter being sent and preferable on the day received.
Checking for electronic requests (ICE) for ward patients and ensuring these are accepted promptly and flagged with the relevant clinical team. Outpatient and GP referrals are added to Waiting List or Request Lists as per departmental processes for each modality.
Clearing any orders in the ICE deferred to ensure patients are seen promptly.
Dealing with telephone and reception queries from patients, staff and General Practitioners. This may include advice regarding preparation for special examinations and taking details for cancellations and ensuring they are acted upon and RIS is updated accordingly.
Reviewing SMS text (Envoy) and dealing with any cancelled or rebooked appropriately. Also reviewing other responses and contacting patients to clarify. Ensuring all text messages are marked completed as they are dealt with.
Assisting relatives in locating patients whereabouts by using RIS and Patient Administration System (OASIS) but ensuring that patient confidentiality is maintained.
Updating RIS system when notified of patients that have died and flagging any outstanding booked or waiting to be booked appointments.
Taking contact telephone numbers for SMS reminders from patients who attend and asking GP walk-in patients if they are happy to participate. Amending OASIS with details of contact numbers
Ensuring that the reception is adequately staffed and informing the Office Manager of any problems.
Attend and contribute to staff meetings.
Being flexible in covering during leave/sickness.
Appointments:
To make simple/non-complex appointments appropriate to their urgency/priority, ensuring patients are seen in chronological order.
To book and co-ordinate patient appointments for investigations and liaise with other departments for combined appointments.
To effectively liaise with other department managers and other multidisciplinary colleagues.
Dealing with electronic orders for one stop clinics, making sure they are allocated the appropriate appointment date and time in readiness for the patient to attend.
Ensure DNA (nonattendances) notifications are sent to referrer promptly after checking pt data and ensuring appointment letter have been sent correctly. Ensuring that any urgent (or Cancer) patient is offered another appointment via telephone contact to establish if the appointment is still required.
Change appointments if requested and ensure the CRIS system is updated detailing reason for cancellation. Ensuring that any electronic or paper diaries are also updated.
Ensure Appointment rooms are not overbooked except where there is prior agreement.
Scanning in any clinical paperwork requested by the clinical team. Also arranging to scan in letters and other patient information against the correct patient and exam event.
Referrals:
To ensuring all referral forms and appointments are dealt with effectively, recognising trends and proposing action required to effect change
On receipt of a referral into the Radiology Department, check the CRIS to see if patient is already registered; if there is any doubt that it is the same patient or any data is missing check details with patient or GP or refer to office manager.
General Responsibilities:
To ensure all documents for reception/appointments office are completed in a timely and efficiently manner and filed accurately.
Staff are required to demonstrate a wide range of problem solving skills involving allocation and prioritising of work load.
To promote excellent working relations in order to deliver a high quality service.
Ensure that confidential waste is dealt with daily and appropriately.
At all times adopt a flexible, positive and energetic approach to work so that the Services of the Department of Radiology are promoted..
To be familiar with and adhere to Trust and departmental policies and operational procedures
To keep up to date/trained with on new procedures and systems within the department and the Trust
To cover the departments opening hours, lunch and tea breaks. To assist in out of hours work (if required) on a voluntary basis to ensure cover is provided.
Offering cover to other sites as and when needed.
In the event of equipment breakdown e.g. Office equipment. Notify the relevant technical support of the fault and ensure colleagues are updated. Should persistent breakdown Office Manager to be informed.
To ensure a clean, tidy and safe environment in liaison with domestic services, and be responsible for the well-being of any personnel and visitors to the Department
To keep patients informed of any expected waiting periods and delays to appointment times on arrival at reception.
To participate in the departmental appraisal programme.
To undertake other duties as and when required due to changing demands of the service / department as instructed by the Office Manager.
Job description
Job responsibilities
Key Duties: Responsible for the registration of patients who attend for examination, using the Radiology Information System (RIS) to check patient data accordance with department protocols, where necessary updating such information (including updating the Trust PAS)
Staff will check that the examinations have not been done elsewhere in the Trust. Complying with IR (ME)R regulations as advised by the Office Manager.
They are Responsible for alerting clinical staff with regards to any patient alarms as indicated on RIS or advised by the patient or referrer.
Liaising with diagnostic rooms in cases of delays or sudden peaks in patient arrivals. Ascertaining the needs of patients and visitors and taking appropriate action, such as advising on waiting times and how to obtain results of examinations.
Ensuring that the post is open and distributed promptly and any stationery delivered is signed for only when checks are made that the order is relevant to the department
Ensuring that all paper referrals received are entered onto RIS in a timely fashion prior to the appointment letter being sent and preferable on the day received.
Checking for electronic requests (ICE) for ward patients and ensuring these are accepted promptly and flagged with the relevant clinical team. Outpatient and GP referrals are added to Waiting List or Request Lists as per departmental processes for each modality.
Clearing any orders in the ICE deferred to ensure patients are seen promptly.
Dealing with telephone and reception queries from patients, staff and General Practitioners. This may include advice regarding preparation for special examinations and taking details for cancellations and ensuring they are acted upon and RIS is updated accordingly.
Reviewing SMS text (Envoy) and dealing with any cancelled or rebooked appropriately. Also reviewing other responses and contacting patients to clarify. Ensuring all text messages are marked completed as they are dealt with.
Assisting relatives in locating patients whereabouts by using RIS and Patient Administration System (OASIS) but ensuring that patient confidentiality is maintained.
Updating RIS system when notified of patients that have died and flagging any outstanding booked or waiting to be booked appointments.
Taking contact telephone numbers for SMS reminders from patients who attend and asking GP walk-in patients if they are happy to participate. Amending OASIS with details of contact numbers
Ensuring that the reception is adequately staffed and informing the Office Manager of any problems.
Attend and contribute to staff meetings.
Being flexible in covering during leave/sickness.
Appointments:
To make simple/non-complex appointments appropriate to their urgency/priority, ensuring patients are seen in chronological order.
To book and co-ordinate patient appointments for investigations and liaise with other departments for combined appointments.
To effectively liaise with other department managers and other multidisciplinary colleagues.
Dealing with electronic orders for one stop clinics, making sure they are allocated the appropriate appointment date and time in readiness for the patient to attend.
Ensure DNA (nonattendances) notifications are sent to referrer promptly after checking pt data and ensuring appointment letter have been sent correctly. Ensuring that any urgent (or Cancer) patient is offered another appointment via telephone contact to establish if the appointment is still required.
Change appointments if requested and ensure the CRIS system is updated detailing reason for cancellation. Ensuring that any electronic or paper diaries are also updated.
Ensure Appointment rooms are not overbooked except where there is prior agreement.
Scanning in any clinical paperwork requested by the clinical team. Also arranging to scan in letters and other patient information against the correct patient and exam event.
Referrals:
To ensuring all referral forms and appointments are dealt with effectively, recognising trends and proposing action required to effect change
On receipt of a referral into the Radiology Department, check the CRIS to see if patient is already registered; if there is any doubt that it is the same patient or any data is missing check details with patient or GP or refer to office manager.
General Responsibilities:
To ensure all documents for reception/appointments office are completed in a timely and efficiently manner and filed accurately.
Staff are required to demonstrate a wide range of problem solving skills involving allocation and prioritising of work load.
To promote excellent working relations in order to deliver a high quality service.
Ensure that confidential waste is dealt with daily and appropriately.
At all times adopt a flexible, positive and energetic approach to work so that the Services of the Department of Radiology are promoted..
To be familiar with and adhere to Trust and departmental policies and operational procedures
To keep up to date/trained with on new procedures and systems within the department and the Trust
To cover the departments opening hours, lunch and tea breaks. To assist in out of hours work (if required) on a voluntary basis to ensure cover is provided.
Offering cover to other sites as and when needed.
In the event of equipment breakdown e.g. Office equipment. Notify the relevant technical support of the fault and ensure colleagues are updated. Should persistent breakdown Office Manager to be informed.
To ensure a clean, tidy and safe environment in liaison with domestic services, and be responsible for the well-being of any personnel and visitors to the Department
To keep patients informed of any expected waiting periods and delays to appointment times on arrival at reception.
To participate in the departmental appraisal programme.
To undertake other duties as and when required due to changing demands of the service / department as instructed by the Office Manager.
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent to include Maths and English grade A-C
Desirable
- NVQ level 2 in Customer care
Experience
Essential
- ECDL or excellent PC literacy including knowledge of all Windows packages
- Experience working in a busy Customer focused office/NHS clinic environment
- An effective and supportive team player Ability to prioritise and organise a changing workload and work systematically towards deadlines
- Able to deal with difficult people and to cope with confidential and sensitive information in a professional manner.
Desirable
- Experience within a Clinical Imaging Department or other clinical setting
Skills /Knowledge/personal qualities
Essential
- To assist in maintaining own and others Health Safety and security.
- Establish and maintain communication with others on routine, daily and operational matters.
- Contribute to own personal development.
- Computer literacy
- Practical, resourceful and well-organised
- Able to develop and maintain effective working relationships with colleagues at all levels, ensuring tact and diplomacy at all times
- Flexible attitude and approach to work and willing to work at short notice to cover staff absences.
- Have sufficient manual dexterity to operate a Qwerty Keyboard and navigate mouse driven technology.
- Ability to work unsupervised with a pro-active approach
- Ability to record accurate messages, ensuring they are passed on appropriately
- Able to check own work and ensure simple x-ray or U/S appointment letters are accurate and sent out showing all necessary preparation for the exam.
- Personal qualities to include:
- Flexible attitude to department duties
- High self-motivation.
- Pleasant, cheerful manner.
- Ability to work under pressure.
- Smart appearance.
- Excellent organisational skills together with the ability to pay attention to detail to achieve accuracy
- Excellent communication skills (verbal and written), with the ability to relate to a diverse group of professional staff and Public and to convey sensitive information
- Excellent time keeping
Desirable
- Computer literate. Able to learn and pick up new software quickly and work confidently between numerous systems.
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent to include Maths and English grade A-C
Desirable
- NVQ level 2 in Customer care
Experience
Essential
- ECDL or excellent PC literacy including knowledge of all Windows packages
- Experience working in a busy Customer focused office/NHS clinic environment
- An effective and supportive team player Ability to prioritise and organise a changing workload and work systematically towards deadlines
- Able to deal with difficult people and to cope with confidential and sensitive information in a professional manner.
Desirable
- Experience within a Clinical Imaging Department or other clinical setting
Skills /Knowledge/personal qualities
Essential
- To assist in maintaining own and others Health Safety and security.
- Establish and maintain communication with others on routine, daily and operational matters.
- Contribute to own personal development.
- Computer literacy
- Practical, resourceful and well-organised
- Able to develop and maintain effective working relationships with colleagues at all levels, ensuring tact and diplomacy at all times
- Flexible attitude and approach to work and willing to work at short notice to cover staff absences.
- Have sufficient manual dexterity to operate a Qwerty Keyboard and navigate mouse driven technology.
- Ability to work unsupervised with a pro-active approach
- Ability to record accurate messages, ensuring they are passed on appropriately
- Able to check own work and ensure simple x-ray or U/S appointment letters are accurate and sent out showing all necessary preparation for the exam.
- Personal qualities to include:
- Flexible attitude to department duties
- High self-motivation.
- Pleasant, cheerful manner.
- Ability to work under pressure.
- Smart appearance.
- Excellent organisational skills together with the ability to pay attention to detail to achieve accuracy
- Excellent communication skills (verbal and written), with the ability to relate to a diverse group of professional staff and Public and to convey sensitive information
- Excellent time keeping
Desirable
- Computer literate. Able to learn and pick up new software quickly and work confidently between numerous systems.
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.
