Job summary
The post holder is a member of the Endoscopy Clerical Team and responsible for the administration of the waiting list.
The post holder will support the Nurse Endoscopists and Surveillance Co-ordinator with administration and be responsible for send all relevant documentation to patients and Consultants.
Main duties of the job
To work as part of the Endoscopy team to ensure the Endoscopy patients are admitted for treatment in a timely and patient focussed manner.
To liaise closely with all Consultants and all users of the Unit to ensure that good communication is in place.
Assist with the implementation of new guidelines and policies to ensure targeted are met in line with National and Local Guidelines. To be jointly responsible for entering data onto the electronic booking system and keeping it up to date
To carry out the administration of Outpatient waiting lists and Endoscopy Pre assessment in line with local and trust protocol and national Guidelines. To utilize the Patient Information Management System (IPM) to record waiting list information ensuring all patient information is up to date and any problems reported upwards.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
Responsible for the booking of patients through the correct pathways depending on the triage of patients. Ensuring patients are booked within breach dates.
Report any potential breaches to the Waiting List Co-ordinator/Endoscopy Lead Nurse
To work closely with the Nurse Endoscopists, supporting them with any administration tasks including audio typing and the sending out of Histology results using the Hospitals big hand and ICE system.
To work closely with the Surveillance co-ordinator, supporting them with any administration tasks including audio typing and sending out of letters.
To liaise with GP practices and patients as necessary to obtain all relevant, accurate data if differs from Hospital IPM system.
To take incoming telephone calls ensuring they are dealt with courteously and sensitive manner with due regard to confidentiality. Ensure accurate message taking and information/request are actioned immediately by the appropriate members of staff.
To liaise and negotiate with patients, by phone, booking suitable appointments within the allocated timescale. Making sure all relevant information is sent out within specified timescales. This will involve telephone contact with patients. Incorporating patient call centre approach to managing TCI dates.
Resolve straightforward enquiries from patients. To give advice, reassurance to patients, careers and relatives who have concerns regarding appointment or procedures.
Update IPM with new admission offers, including amendments, removals and suspensions for Endoscopy patients. Entering data onto the Unisoft scheduling system and ensure that it is maintained and kept up to date.
If new technology/electronic systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes maximised.
Responsible for ensuring stationery levels are maintained in the office at all times and that office equipment and printing facilities are in good working order for the essential operation of the Unit.
Job description
Job responsibilities
Responsible for the booking of patients through the correct pathways depending on the triage of patients. Ensuring patients are booked within breach dates.
Report any potential breaches to the Waiting List Co-ordinator/Endoscopy Lead Nurse
To work closely with the Nurse Endoscopists, supporting them with any administration tasks including audio typing and the sending out of Histology results using the Hospitals big hand and ICE system.
To work closely with the Surveillance co-ordinator, supporting them with any administration tasks including audio typing and sending out of letters.
To liaise with GP practices and patients as necessary to obtain all relevant, accurate data if differs from Hospital IPM system.
To take incoming telephone calls ensuring they are dealt with courteously and sensitive manner with due regard to confidentiality. Ensure accurate message taking and information/request are actioned immediately by the appropriate members of staff.
To liaise and negotiate with patients, by phone, booking suitable appointments within the allocated timescale. Making sure all relevant information is sent out within specified timescales. This will involve telephone contact with patients. Incorporating patient call centre approach to managing TCI dates.
Resolve straightforward enquiries from patients. To give advice, reassurance to patients, careers and relatives who have concerns regarding appointment or procedures.
Update IPM with new admission offers, including amendments, removals and suspensions for Endoscopy patients. Entering data onto the Unisoft scheduling system and ensure that it is maintained and kept up to date.
If new technology/electronic systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes maximised.
Responsible for ensuring stationery levels are maintained in the office at all times and that office equipment and printing facilities are in good working order for the essential operation of the Unit.
Person Specification
Qualifications
Essential
- Good Standard of Education (equivalent GCSE maths/English)
Desirable
- ECDL (or equivalent experience)
- Database/audit skills Qualification
- Evidence of further education (diploma, NVQ 3 or acquired through training experience to NVQ level equivalent 3)
Experience
Essential
- Previous admin/clerical experience
- Experience of working with Waiting Lists
- Customer Care Experience
- Working on your own initiative
Desirable
- Knowledge of electronic reporting scheduling system
Knowledge
Essential
- Organisational skills and the ability to work independently and effectively within a management structure
- Ability to prioritise and manage own workload
- Excellent interpersonal skills and communication skills, both written and verbal
- Excellent telephone manner
- Good IT and Keyboard skills
- Understanding of waiting list management systems and knowledge of patient record systems
- Awareness of confidentiality issues
Desirable
- In depth relevant knowledge and awareness of specific practices related to Endoscopy
Personal Skills
Essential
- Open/Reflective/Warm
- Enthusiastic and self aware
- Creative and Flexible
- Team focused
- Reliable, adaptable, dependable
- Able to work under pressure
Person Specification
Qualifications
Essential
- Good Standard of Education (equivalent GCSE maths/English)
Desirable
- ECDL (or equivalent experience)
- Database/audit skills Qualification
- Evidence of further education (diploma, NVQ 3 or acquired through training experience to NVQ level equivalent 3)
Experience
Essential
- Previous admin/clerical experience
- Experience of working with Waiting Lists
- Customer Care Experience
- Working on your own initiative
Desirable
- Knowledge of electronic reporting scheduling system
Knowledge
Essential
- Organisational skills and the ability to work independently and effectively within a management structure
- Ability to prioritise and manage own workload
- Excellent interpersonal skills and communication skills, both written and verbal
- Excellent telephone manner
- Good IT and Keyboard skills
- Understanding of waiting list management systems and knowledge of patient record systems
- Awareness of confidentiality issues
Desirable
- In depth relevant knowledge and awareness of specific practices related to Endoscopy
Personal Skills
Essential
- Open/Reflective/Warm
- Enthusiastic and self aware
- Creative and Flexible
- Team focused
- Reliable, adaptable, dependable
- Able to work under pressure
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).
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