Job summary
Worcestershire Acute Hospitals NHS Trust has an exciting opportunity for an experienced clerical assistant or administrator to join us as an Orthotics Clerk within our well-established Orthotics team.
Our purpose is simple: Putting Patients First. We are therefore keen to receive applications from organised, proactive individuals who are able to multi-task and are keen to work in a fast-paced and busy clinical environment.
The position is part-time (20 hours per week) and permanent and is to be worked over full days on Mondays and Fridays and a half day on a Wednesday.
The post's official base will be Worcestershire Royal Hospital, but there is the expectation that the post holder is able and willing to provide cover at the Alexandra Hospital, Redditch, on an occasional basis.
Experience using a range of computer-based systems, including Microsoft Office, is essential to the role, as is the ability to communicate effectively with a wide variety of health professionals.
This is a busy, diverse, and rewarding role that will enable the post holder to make a significant contribution to meeting the orthotic needs of the people of Worcestershire.
UK Visa and Immigration Sponsorship: Please note that we do not offer UKVI sponsorship for these posts, and so all applicants require a current right to work in the UK.
Main duties of the job
- To provide a customer focused cost effective Orthotic Service, for patients referred by Consultants, GPs and other specified Health Care Professionals.
- To work as a member of a team in the provision of a site based but countywide service.
- To act as an Orthotics clerk for the inpatient and outpatient Orthotics Department, providing supervision of more junior staff e.g. Apprentices or new members of staff within the team.
- To efficiently and courteously deal with all patient enquiries, meeting, greeting and directing patients as appropriate.
- Maintenance of Orthotists appointment diaries via digital booking system, management of waiting lists and booking appointments and ensuring the efficient day to day administration of the front desk and department.
- To order and receive orthotic devices, liaising with external suppliers to ensure timely delivery and value for money.
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:
To deal with the day to day incoming referrals via telephone, face to face and digital formats. To ensure that all referrals contain the required information to allow pathways to be linked and clock status to be corrected. To forward referrals onto other providers as appropriate or return to sender if rejected on triage.
To ensure patient details are up to date on PAS.
To ensure that referrals are added to the appropriate outpatient Orthotics waiting list by speciality for clinical staff to prioritise them within the agreed timescales.
To ensure that patients receive an acknowledgement letter or are immediately accepted/appointed in line with agreed booking processes, administrative procedures and the patient access policy.
To ensure that all patients receive the correct instructions and correspondence related to their Orthotics appointment. To work with the Lead Orthotist and Physiotherapy and Orthotics Manager in required changes to letter templates.
To ensure Orthotists dairies on the identified digital platform are outcomed at the end of each day.
To ensure that all inter-provider transfers are completed electronically to the named nhs.net account within 48 hours of the decision to refer.
To cancel and reschedule patients or whole clinics in the event of sickness / unforeseen circumstances requiring last minute changes.
To regularly review the waiting list to ensure that it is accurate and up to date, identifying any potential 18-week clock breaches, incorrect clock data and ratify the unoutcomed appointments on a weekly basis informing the appropriate Manager of any issues.
To regularly review the Orthotics waiting list to update the appropriate Lead Orthotist and Physiotherapy and Orthotics Manager with regards the waiting times for treatment.
On a monthly basis validate any patients that are showing as having waited longer than an agreed timeframe so that waiting time information is accurate.
To make new appointments as appropriate from the partial booking system for all patients referred to the outpatient Orthotics service.
To action changes to individual appointments whilst ensuring the patients are seen within the agreed clinical priority and that written confirmation is immediately sent. This involves the managing of messages received by digital platforms e.g. trust text message system
Job description
Job responsibilities
Key Duties:
To deal with the day to day incoming referrals via telephone, face to face and digital formats. To ensure that all referrals contain the required information to allow pathways to be linked and clock status to be corrected. To forward referrals onto other providers as appropriate or return to sender if rejected on triage.
To ensure patient details are up to date on PAS.
To ensure that referrals are added to the appropriate outpatient Orthotics waiting list by speciality for clinical staff to prioritise them within the agreed timescales.
To ensure that patients receive an acknowledgement letter or are immediately accepted/appointed in line with agreed booking processes, administrative procedures and the patient access policy.
To ensure that all patients receive the correct instructions and correspondence related to their Orthotics appointment. To work with the Lead Orthotist and Physiotherapy and Orthotics Manager in required changes to letter templates.
To ensure Orthotists dairies on the identified digital platform are outcomed at the end of each day.
To ensure that all inter-provider transfers are completed electronically to the named nhs.net account within 48 hours of the decision to refer.
To cancel and reschedule patients or whole clinics in the event of sickness / unforeseen circumstances requiring last minute changes.
To regularly review the waiting list to ensure that it is accurate and up to date, identifying any potential 18-week clock breaches, incorrect clock data and ratify the unoutcomed appointments on a weekly basis informing the appropriate Manager of any issues.
To regularly review the Orthotics waiting list to update the appropriate Lead Orthotist and Physiotherapy and Orthotics Manager with regards the waiting times for treatment.
On a monthly basis validate any patients that are showing as having waited longer than an agreed timeframe so that waiting time information is accurate.
To make new appointments as appropriate from the partial booking system for all patients referred to the outpatient Orthotics service.
To action changes to individual appointments whilst ensuring the patients are seen within the agreed clinical priority and that written confirmation is immediately sent. This involves the managing of messages received by digital platforms e.g. trust text message system
Person Specification
Qualifications
Essential
- GCSE, grade C or above or equivalent in Maths and English. RSA II or equivalent.
Desirable
- Customer Care training or equivalent
Personal Qualities
Essential
- Ability to work in busy environment. Adaptable works well under pressure. Excellent telephone manner. The ability to work effectively on your own initiative and as part of a team. Good rapport with colleagues and patients. Flexible approach to working pattern and duties. Good communication skills verbal and written.
Skills & Knowledge
Essential
- Ability to organise and prioritise workload. Able to respond to enquiries appropriately. Able to maintain departmental records. General understanding of Orthotics.
Desirable
- Knowledge of medical terminology and distribution of Supplies.
Experience
Essential
- Proven experience of working within a clerical role in an office environment. Experience of using Office computer programs including Excel, Word, and Outlook. Experience in manual and digital filing systems. Experience of dealing with patients or the public. Ability to liaise with all professionals and levels in a confident and effective manner. Organisational skills/managing diary systems and tracking information.
Desirable
- Experience of excel spreadsheets, databases, presentations with reception experience. Experience of Oasis/other hospital patient system. Previous NHS experience.
Other Job Requirements
Essential
- Ability to undertake the manual handling aspects of the role daily (see job description). Willing to undertake in-house courses. Awareness of confidentiality. Ability to travel between sites. Current right to work in the UK.
Person Specification
Qualifications
Essential
- GCSE, grade C or above or equivalent in Maths and English. RSA II or equivalent.
Desirable
- Customer Care training or equivalent
Personal Qualities
Essential
- Ability to work in busy environment. Adaptable works well under pressure. Excellent telephone manner. The ability to work effectively on your own initiative and as part of a team. Good rapport with colleagues and patients. Flexible approach to working pattern and duties. Good communication skills verbal and written.
Skills & Knowledge
Essential
- Ability to organise and prioritise workload. Able to respond to enquiries appropriately. Able to maintain departmental records. General understanding of Orthotics.
Desirable
- Knowledge of medical terminology and distribution of Supplies.
Experience
Essential
- Proven experience of working within a clerical role in an office environment. Experience of using Office computer programs including Excel, Word, and Outlook. Experience in manual and digital filing systems. Experience of dealing with patients or the public. Ability to liaise with all professionals and levels in a confident and effective manner. Organisational skills/managing diary systems and tracking information.
Desirable
- Experience of excel spreadsheets, databases, presentations with reception experience. Experience of Oasis/other hospital patient system. Previous NHS experience.
Other Job Requirements
Essential
- Ability to undertake the manual handling aspects of the role daily (see job description). Willing to undertake in-house courses. Awareness of confidentiality. Ability to travel between sites. Current right to work in the UK.
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.
