Receptionist, Urology

Job description

Job responsibilities

Key Working Relationships

Patients, relatives, carers, senior and junior medical, nursing staff, ward staff, Trust staff, GP surgeries, medical secretaries.

This Post involves handling medical notes and VDU work. Individuals may be exposed to violence and aggression.

Job Purpose

To provide administrative and clerical support to the ward, professional qualified staff and provide first point of contact to all users of the service.

To take a key role in allocating patients to maximise capacity within the unit

The particular duties to be undertaken by the post holder will be determined by his/her ward/department manager. Objectives, performance and training needs will be regularly reviewed in accordance with the Trusts performance review guideline and are listed below

Key Duties

To input all TCI notifications from the Secretaries for patients requiring procedures onto PAS

Responsible for generating and sending out patient attendance letters

Populate and maintain an excel spread sheet information for additional capacity patients to capture data.

Responsible for the booking of minor urology procedures, ensuring there is enough capacity

Responsible for informing the Ward Manager, if additional staff are required to provide escort for Radiology patients

Assisting in planning the weekly allocation sheets and as new booking come in, that these are is checked regularly to ensure capacity is not exceeded.

Contact patients via telephone to change attendance times as required

Preparing daily notes for all patients including emergency ambulatory patients for UDU, organising all the correct paperwork for the correct procedures and treatments

If patient cancels an appointment, inform relevant personnel, cancel on PAS and update to reflect the cancellation.

Responsible for discharging the patients as they go home throughout the day on PAS or transferring them to a ward if the patient does not go home.

On day of surgery when patients arrive, check their demographic details are correct and admit and amend any necessary details on PAS

Work station is required to be kept clean and tidy in line with infection control policy.

To receive general telephone calls, recording messages and dealing with initial enquiries in a friendly professional name and referring the call to the relevant member of staff, as appropriate.

To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval.

Maintain records regarding admission/discharges/ward attender/ appointments on clinical IT systems and via a unit diary as indicated by the ward manager

To undertake other relevant clerical duties as required including: photocopying, operating the fax, receiving, sorting and distribution mail, basic typing and stock stationery levels.

Ensure that all notes are tracked to the relevant department.

Arrange for urgent collection and delivery of notes as required for scanning

Assigned Tasks within Ward/Department

To assist Ward Manager to produce correspondence i.e. thanks you letters, communications with other departments, memos to staff, etc.

To assist with reception and comfort of relatives as requested by nursing staff.

Work collaboratively as part of an integrated team

Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales.

Ability to make decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision.

General Responsibilities

To ensure the confidentiality of all patient information and Trust business.

To comply with all Trust policies and procedures.

In accordance with the Trusts Health and Safety Policy, the post holder must take reasonable care of their own health and that of others who may be affected by their acts or omissions at work. The post holder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace.

To report any accident or untoward incidents and complaints.

To create and maintain positive working relationships with colleagues and other staff within the workplace.

To act always in a manner which will promote a good image of the ward/department

To respond appropriately to clinical emergencies as directed by the senior officer/nurse in charge.

To contribute to and participate in any initiatives to improve the quality of service to patients.

Vision and Values

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Person Specification

Experience

Essential

• Previous clerical/reception experience within a hospital / customer service environment
• Experience of maintaining excel spreadsheets to capture capacity data

Desirable

• Knowledge of medical terminology
• Previous scheduling experience

Qualifications

Essential

• Good general education (e.g. GCSE English and Maths A-C) or equivalent
• NVQ Level 3 or equivalent qualification within administration or equivalent experience

Desirable

• ECDL, or other information technology/word processing qualifications

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

The Alexandra Hospital

Woodrow Drive

Redditch

Worcestershire

B98 7UB

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)