Job summary
Whilst this position can be very demanding, the main duties will be reception with additional administrative duties.
Checking patients in at the main reception desk for imaging department, answering the phones.
Making Appointments for Imaging Department using the department and Hospital computer systems.
Liaising with professional staff to ensure that urgent patients are dealt with in acceptable time scales.
This position requires the successful candidate to be able to multitask and work under pressure at times.
Main duties of the job
To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area.
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 familiarize yourself with all requirements of the job.
Job description
Job responsibilities
- To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area.
- To deal sensitively and discreetly with patients queries both by telephone and when they attend the Department. Use specialised knowledge of various imaging modalities, to advise if patients need to change, offering assistance if required. To use flexible communication skills to overcome barriers to understanding as necessary. Refer to relevant professional staff if needed. To occasionally deal with patients when upset, distressed, or unwell. This may entail dealing with aggressive patients and their relatives.
- To be able to assess the baseline requirements on an imaging request, such as correct patient and clinical information and the appropriateness of the request. To use initiative, guided by department protocols, in assessing any non-routine requests, being able to give basic clinical guidance where necessary.
- To proactively oversee the length of wait for all patients, use appointment sessions to a maximum to ensure no waiting list breaches occur and highlight any potential problems with possible solutions to manager.
- To schedule appointments on CRIS (Radiology computer system) taking into account the patients medical condition for example, diabetes, and forthcoming clinic appointments. Arrange associated details such as admission of patient for imaging procedures, book transport and translators. Check menstrual cycle dates for certain examinations. To provide straightforward clinical information to patients where necessary.
- To arrange specialist sessions inclusive of private patients for the Radiologists. This will entail that information is available, beds arranged when required, room booked and relevant personnel informed. Ensure that an examination information sheet is sent to the ward per examination, to ensure that the correct patient preparation is undertaken e.g. bloods.
- To liaise with wards, medical secretaries, outpatients, midwives and GP surgeries regarding patients and their appointments and deal with telephone queries from these sources. To be able to deal efficiently and in a timely fashion, with queries regarding patient appointments, procedures and results; investigating any delays. To be able to concentrate in a multi-task environment to deal with frequent, unpredictable interruptions of a complex nature.
- To maintain the examination appointment diary incorporating, for example, service dates and professional staff annual leave to ensure that imaging room time is maximised. Control the Consultant Radiologists, Radiographer and Sonographer sessions re number of patients and type of examinations against agreed protocols.
- To be familiar with and to use continuously the Imaging Department and ICE and IPM computer system to register patients, track files, make appointments and deal with records of patients who do not attend. Undertake day-to-day housekeeping inclusive of backup of the CRIS computer system. Use CMIS Maternity system for checking details of patients.
- To identify and deal with patients who pay for their examinations and ensure that current procedures are adhered to, for example, private patients, overseas visitors, Category II patients. Collate and submit Cat II records on a regular basis.
- To undertake general office duties, this will include overseeing stationary requirements for the administrative team, photocopying, and filing, maintaining and changing printer ribbons and keeping check of stock levels.
- To respond to the Emergency Call system sited in office area and alert relevant professional staff.
- To maintain records for the department, including DNA, waiting lists, number of referrals and ad hoc audit information.
- To be familiar with the duties and provide cover for other members of the Clerical Imaging Directorate team when required to ensure that fully integrated office systems are maintained.
- To operate a partial booking system as required.
Job description
Job responsibilities
- To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area.
- To deal sensitively and discreetly with patients queries both by telephone and when they attend the Department. Use specialised knowledge of various imaging modalities, to advise if patients need to change, offering assistance if required. To use flexible communication skills to overcome barriers to understanding as necessary. Refer to relevant professional staff if needed. To occasionally deal with patients when upset, distressed, or unwell. This may entail dealing with aggressive patients and their relatives.
- To be able to assess the baseline requirements on an imaging request, such as correct patient and clinical information and the appropriateness of the request. To use initiative, guided by department protocols, in assessing any non-routine requests, being able to give basic clinical guidance where necessary.
- To proactively oversee the length of wait for all patients, use appointment sessions to a maximum to ensure no waiting list breaches occur and highlight any potential problems with possible solutions to manager.
- To schedule appointments on CRIS (Radiology computer system) taking into account the patients medical condition for example, diabetes, and forthcoming clinic appointments. Arrange associated details such as admission of patient for imaging procedures, book transport and translators. Check menstrual cycle dates for certain examinations. To provide straightforward clinical information to patients where necessary.
- To arrange specialist sessions inclusive of private patients for the Radiologists. This will entail that information is available, beds arranged when required, room booked and relevant personnel informed. Ensure that an examination information sheet is sent to the ward per examination, to ensure that the correct patient preparation is undertaken e.g. bloods.
- To liaise with wards, medical secretaries, outpatients, midwives and GP surgeries regarding patients and their appointments and deal with telephone queries from these sources. To be able to deal efficiently and in a timely fashion, with queries regarding patient appointments, procedures and results; investigating any delays. To be able to concentrate in a multi-task environment to deal with frequent, unpredictable interruptions of a complex nature.
- To maintain the examination appointment diary incorporating, for example, service dates and professional staff annual leave to ensure that imaging room time is maximised. Control the Consultant Radiologists, Radiographer and Sonographer sessions re number of patients and type of examinations against agreed protocols.
- To be familiar with and to use continuously the Imaging Department and ICE and IPM computer system to register patients, track files, make appointments and deal with records of patients who do not attend. Undertake day-to-day housekeeping inclusive of backup of the CRIS computer system. Use CMIS Maternity system for checking details of patients.
- To identify and deal with patients who pay for their examinations and ensure that current procedures are adhered to, for example, private patients, overseas visitors, Category II patients. Collate and submit Cat II records on a regular basis.
- To undertake general office duties, this will include overseeing stationary requirements for the administrative team, photocopying, and filing, maintaining and changing printer ribbons and keeping check of stock levels.
- To respond to the Emergency Call system sited in office area and alert relevant professional staff.
- To maintain records for the department, including DNA, waiting lists, number of referrals and ad hoc audit information.
- To be familiar with the duties and provide cover for other members of the Clerical Imaging Directorate team when required to ensure that fully integrated office systems are maintained.
- To operate a partial booking system as required.
Person Specification
Qualification
Essential
- Good General Education
- IT skills and the ability to learn new computer systems.
- Able to multitask and work under pressure.
Desirable
- Competence in different software packages including Word, Excel &
- CRISS (local software package for Imaging
Experience
Essential
- Previous office skills in administrative roles and reception work.
- To be able to learn on the job and follow instructions retaining important information required to do this role successfully
Desirable
- Previous experience of working with patients in a health care setting would be advantageous
Skills
Essential
- To be able to work within a team, communicating and sharing workloads. Plan and organise own time,
- To be able to work within a team, communicating and sharing workloads. Plan and organise own time,
Desirable
- To be able to prioritise workloads and be organised at all times.
Person Specification
Qualification
Essential
- Good General Education
- IT skills and the ability to learn new computer systems.
- Able to multitask and work under pressure.
Desirable
- Competence in different software packages including Word, Excel &
- CRISS (local software package for Imaging
Experience
Essential
- Previous office skills in administrative roles and reception work.
- To be able to learn on the job and follow instructions retaining important information required to do this role successfully
Desirable
- Previous experience of working with patients in a health care setting would be advantageous
Skills
Essential
- To be able to work within a team, communicating and sharing workloads. Plan and organise own time,
- To be able to work within a team, communicating and sharing workloads. Plan and organise own time,
Desirable
- To be able to prioritise workloads and be organised at all times.
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).
