Job summary
The main aim of this job role is to support the Clinic Management Coordinator with proactive
management of all clinics at DHC, coordinating approximately 140 clinicians
over 5 sites and 30 rooms communicating effectively with a variety of people
and escalating anticipated capacity issues at the earliest opportunity.
The Outpatients
Clinic Assistant will work closely with all the Outpatient Departments to drive
the effective and efficient running of the Outpatients Department.
A degree of
autonomy is an essential ability for this role. The appointed candidate will be
required to think on their feet to deal with enquires, making day-to-day
decisions and escalating when appropriate to the Outpatients Management team.
Main duties of the job
Strong
organisation, prioritisation, problem-solving, and attention to detail will be
crucial in this role to ensure information presented on the NHS e-referral
system is accurate and that the clinic templates have been published correctly.
Good
communication skills will be required to build positive and effective
relationships with clinicians.
We
will provide the training necessary to use our in-house IT systems. However, good working knowledge of Microsoft Office would be beneficial. You will be required to always maintain
patient confidentiality.
About us
This is an excellent opportunity to be a part of our organisation as we
are going through a period of growth and looking to recruit an assistant to our
Clinic management.
Dorking Healthcare (DHC) is an organisation that provides a wide range of
quality healthcare services in Surrey and Sussex. We are registered with the
CQC (Care Quality Commission) receiving a Good status in our most recent
inspection, we are an accredited AQP (Any Qualified Provider). Our vision is to
continually improve local services for patients by offering first-class care
and shorter waiting times.
A can-do attitude is a vital asset at DHC and we are looking for
like-minded individuals to work with us who share the same approach and work
ethic.
The benefits we offer include:
- Competitive salaries
- Membership of the NHS pension scheme
- 27 days annual leave plus bank holidays, increasing with length of
service
- Access to an Employee Assistance Programme
- Opportunities for training, development and career progression
Some of our sites have free on-site parking (subject to availability)
We aim to be an employer of choice and conduct annual staff satisfaction
surveys
DHC
actively encourage and promote diversity, ensure all voices are heard and
included and are committed to equal opportunities for all.
Job description
Job responsibilities
JOB
SUMMARY
The main aim of this job role is to support the
Clinic Management Coordinator with the proactive management of all clinics at
DHC, communicating effectively with a variety of people and escalating
anticipated capacity issues at the earliest opportunity.
The Outpatients Clinic Assistant will work closely
with all the Outpatient Departments to drive the effective and efficient
running of the outpatients department.
DUTIES AND RESPONSIBILITIES OF THE POST
- Ensure all Outpatient clinics are managed in an efficient and timely manner. Processing clinician annual leave, ad-hoc changes, and cancellations.
- Assist with setting up new clinicians joining and liaise with Referrals-in team to ensure appropriate referrals are accepted.
- Ensure all available appointments are fully utilised. Filling short notice appointment slots by bringing urgent and appropriate patients forward.
- Ensure patients are re-booked appropriately following a cancelled clinic.
- Forward scan, monitor and escalate any concerns regarding the waiting times and capacity for each speciality.
- Maintain clinic templates to accommodate different slot types, in line with patient demand and speciality specific.
- Ensure information presented on NHS E-referrals service is accurate for all specialities and appointments are available for booking.
- Manage room allocations for Outpatient sites and generate room rotas for all Outpatient sites, utilising the auto populate
- Ensure day to day Operations are efficient & effective, suggesting and delivering improvements where relevant.
- Occasionally provide IT troubleshooting support to ensure clinics remain operational at all times.
- Joint responsibility for managing the clinic management mailbox.
- To assist with the wind-down process for clinicians that are leaving or on long term absence to minimise disruption to patients.
- Awareness of services with extra-long waits, proactively contributing ideas and solutions to reduce wait times.
- Undertake any other reasonable duties as commensurate with the nature of this role.
WORK SETTING AND REVIEW
To manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to management or the appropriate consultant via the quickest route possible.
CONFIDENTIALITY
The post holder must maintain the confidentiality of information about patients staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles.
Job description
Job responsibilities
JOB
SUMMARY
The main aim of this job role is to support the
Clinic Management Coordinator with the proactive management of all clinics at
DHC, communicating effectively with a variety of people and escalating
anticipated capacity issues at the earliest opportunity.
The Outpatients Clinic Assistant will work closely
with all the Outpatient Departments to drive the effective and efficient
running of the outpatients department.
DUTIES AND RESPONSIBILITIES OF THE POST
- Ensure all Outpatient clinics are managed in an efficient and timely manner. Processing clinician annual leave, ad-hoc changes, and cancellations.
- Assist with setting up new clinicians joining and liaise with Referrals-in team to ensure appropriate referrals are accepted.
- Ensure all available appointments are fully utilised. Filling short notice appointment slots by bringing urgent and appropriate patients forward.
- Ensure patients are re-booked appropriately following a cancelled clinic.
- Forward scan, monitor and escalate any concerns regarding the waiting times and capacity for each speciality.
- Maintain clinic templates to accommodate different slot types, in line with patient demand and speciality specific.
- Ensure information presented on NHS E-referrals service is accurate for all specialities and appointments are available for booking.
- Manage room allocations for Outpatient sites and generate room rotas for all Outpatient sites, utilising the auto populate
- Ensure day to day Operations are efficient & effective, suggesting and delivering improvements where relevant.
- Occasionally provide IT troubleshooting support to ensure clinics remain operational at all times.
- Joint responsibility for managing the clinic management mailbox.
- To assist with the wind-down process for clinicians that are leaving or on long term absence to minimise disruption to patients.
- Awareness of services with extra-long waits, proactively contributing ideas and solutions to reduce wait times.
- Undertake any other reasonable duties as commensurate with the nature of this role.
WORK SETTING AND REVIEW
To manage own workload efficiently and effectively on a daily basis. Maintain confidentiality at all times. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to management or the appropriate consultant via the quickest route possible.
CONFIDENTIALITY
The post holder must maintain the confidentiality of information about patients staff and DHC business in accordance with the Data Protection Act 1998 and Caldicott principles.
Person Specification
Skills
Essential
- Demonstratable administration and organisational skills.
- Have a strong attention to detail.
- Ability to communicate effectively with a diverse group within the community.
- Ability to forward plan and monitor trends.
- Ability to work electronically without recourse to paper-based systems.
- Ability to maintain confidentiality at all times.
- Patient focussed.
- Ability to prioritise workload and manage time effectively.
Desirable
- Systmone (NHS database).
- E-RS.
- Understanding of Referral-in Processes.
Experience
Essential
Knowledge
Essential
- Good working knowledge of IT systems.
- Experience in a patient / customer focused role.
- Proven problem-solving experience.
Desirable
- Data protection in a health care environment.
- Previous NHS/private healthcare experience.
Qualifications
Essential
- Good standard of education (Numerate and good standard of English)
Desirable
- Understanding of medical terminology
Attributes
Essential
- Can do attitude to daily tasks, adversity and new ways of working
Person Specification
Skills
Essential
- Demonstratable administration and organisational skills.
- Have a strong attention to detail.
- Ability to communicate effectively with a diverse group within the community.
- Ability to forward plan and monitor trends.
- Ability to work electronically without recourse to paper-based systems.
- Ability to maintain confidentiality at all times.
- Patient focussed.
- Ability to prioritise workload and manage time effectively.
Desirable
- Systmone (NHS database).
- E-RS.
- Understanding of Referral-in Processes.
Experience
Essential
Knowledge
Essential
- Good working knowledge of IT systems.
- Experience in a patient / customer focused role.
- Proven problem-solving experience.
Desirable
- Data protection in a health care environment.
- Previous NHS/private healthcare experience.
Qualifications
Essential
- Good standard of education (Numerate and good standard of English)
Desirable
- Understanding of medical terminology
Attributes
Essential
- Can do attitude to daily tasks, adversity and new ways of working
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.
