Job summary
The Post Holder is a member of the paediatrics outpatient team responsible for the administration of the out-patient pathway, and will need to work strictly within the Government's Access targets for outpatients and Choose & Book, ensuring patient pathways are in line with 18 Weeks Referral to Treatment targets. Duties include ensuring the correct and timely input of patient information onto the Patient Administration System (PAS) and providing a high quality supporting service within the Paediatric Outpatient Team, supporting with outpatient booking and the outpatients receptionist. The Post Holder must be able to communicate well with patients and their relatives, the general public and a wide range of multi-professional staff, internal and external to the Trust. In order to provide a support service to the clinical staff, a versatile approach is essential and the ability to cope with a large number of different tasks simultaneously is a prerequisite of this post. All aspects of this role should be carried out in line with Trust Policies and Procedures on data collection and confidentiality. Confidentiality in all matters is of the utmost importance. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate the Trust values.
Main duties of the job
Reporting to the Out-patient Coordinator; assisting in administration and relevant tasks for the 18 week and urgent referral pathways as delegated by the Coordinator.
Accurate patient administration: new and follow-up appointments are made as necessary, agreeing dates and times with patients.
Accurately managing appointments and inputting phlebotomy appointments into PIMS
To deal with patients and external and internal staff enquiries promptly and efficiently in person or via the telephone or email, in a courteous and confidential manner and provide assistance as required.
To monitor patient attendance to clinics (virtual and face to face) and have an overall view on the daily outpatient activity in Children's Outpatients to ensure smooth running of the service.
Supporting the outpatient receptionist.
Adhere to Trust & Government targets, Data protection and Data Quality.
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. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
- To work strictly within the Governments Access targets for outpatients and Choose & Book ensuring patients are seen in order of clinical priority and subsequently by date of referral, Identifying patients with the longest waiting times and highlight any potential breaches to the Outpatient Coordinator / Service Manager for escalation and action.
- To understand and work within the Access Policy and the 18 Week Pathway, inputting the correct RTT codes and validate the patient pathway where appropriate.
- To ensure that all referrals are raised accurately on the PIMS system for any letters received from General Practitioners and other sources.
- Booking, amending, rescheduling or cancelling clinics as requested by the Out-patient Coordinator.
- Booking, amending, rescheduling, or cancelling phlebotomy appointments
- Accurately inputting relevance phlebotomy activity into PIMS system.
- Prepare and send out outpatient notification letters or notifying by phone where necessary.
- To ensure appointment lists are maintained and prepared daily in readiness for clinical work.
- To ensure patients are placed onto appropriate clinic waiting list and validation of all waiting list entries is carried out weekly, where all referrals have a valid outcome within the specified time.
- To liaise with hospital transport as necessary for patients attending the department in accordance with Trust policy.
- Responsible for the escalation of risks or pressures in achieving data completion.
- Show empathy when dealing with emotionally distressed patients or family members.
- Be able to concentrate whilst working in a busy, potentially noisy environment.
- Deal with daily internal and external post.
- To have comprehensive understanding of the duties of, and provide support to, the outpatient receptionist, to provide cover when necessary. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics, ensure that the Reception area is well maintained and patients records are to be scanned and returned to the Records Library or after each clinic session and ensure at the end of each day, clinic reconciliation is carried out to include DNA outcomes.
- Any other duties relevant to the area of work.
Job description
Job responsibilities
- To work strictly within the Governments Access targets for outpatients and Choose & Book ensuring patients are seen in order of clinical priority and subsequently by date of referral, Identifying patients with the longest waiting times and highlight any potential breaches to the Outpatient Coordinator / Service Manager for escalation and action.
- To understand and work within the Access Policy and the 18 Week Pathway, inputting the correct RTT codes and validate the patient pathway where appropriate.
- To ensure that all referrals are raised accurately on the PIMS system for any letters received from General Practitioners and other sources.
- Booking, amending, rescheduling or cancelling clinics as requested by the Out-patient Coordinator.
- Booking, amending, rescheduling, or cancelling phlebotomy appointments
- Accurately inputting relevance phlebotomy activity into PIMS system.
- Prepare and send out outpatient notification letters or notifying by phone where necessary.
- To ensure appointment lists are maintained and prepared daily in readiness for clinical work.
- To ensure patients are placed onto appropriate clinic waiting list and validation of all waiting list entries is carried out weekly, where all referrals have a valid outcome within the specified time.
- To liaise with hospital transport as necessary for patients attending the department in accordance with Trust policy.
- Responsible for the escalation of risks or pressures in achieving data completion.
- Show empathy when dealing with emotionally distressed patients or family members.
- Be able to concentrate whilst working in a busy, potentially noisy environment.
- Deal with daily internal and external post.
- To have comprehensive understanding of the duties of, and provide support to, the outpatient receptionist, to provide cover when necessary. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics, ensure that the Reception area is well maintained and patients records are to be scanned and returned to the Records Library or after each clinic session and ensure at the end of each day, clinic reconciliation is carried out to include DNA outcomes.
- Any other duties relevant to the area of work.
Person Specification
Qualifications
Essential
- oGood standard of general education, including English and Maths GCSE
- oKnowledge of administrative procedures and systems to NVQ level 3 or equivalent experience
Experience
Essential
- oPrevious NHS experience
- oExperience of working in a confidential environment
Desirable
- oExperience over 2 years in NHS
- oPrevious experience in outpatients
Knowledge
Essential
- oKnowledge of patient records systems/databases with proven experience
Desirable
- oNHS IT systems: Choose & Book, IPM
Personal Skills
Essential
- oAdvanced keyboard skills
- oExcellent communication skills - written and verbal
- oGood organisational ability
- oAbility to adapt to change in a working situation
- oWell-developed inter-personal skills - able to converse in a positive manner at all levels
- oAbility to organise and prioritise own workload
- oAble to work flexibly to meet the demands of the role
- oAble to form and maintain excellent professional relationships with all members of the team
- oEnthusiastic and self-aware
- oReliable, adaptable and dependable
Other
Essential
- oSatisfactory health screening
Person Specification
Qualifications
Essential
- oGood standard of general education, including English and Maths GCSE
- oKnowledge of administrative procedures and systems to NVQ level 3 or equivalent experience
Experience
Essential
- oPrevious NHS experience
- oExperience of working in a confidential environment
Desirable
- oExperience over 2 years in NHS
- oPrevious experience in outpatients
Knowledge
Essential
- oKnowledge of patient records systems/databases with proven experience
Desirable
- oNHS IT systems: Choose & Book, IPM
Personal Skills
Essential
- oAdvanced keyboard skills
- oExcellent communication skills - written and verbal
- oGood organisational ability
- oAbility to adapt to change in a working situation
- oWell-developed inter-personal skills - able to converse in a positive manner at all levels
- oAbility to organise and prioritise own workload
- oAble to work flexibly to meet the demands of the role
- oAble to form and maintain excellent professional relationships with all members of the team
- oEnthusiastic and self-aware
- oReliable, adaptable and dependable
Other
Essential
- oSatisfactory health screening
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).
