Clerical Officer - Plymouth, United Kingdom - NHS Professionals

NHS Professionals
NHS Professionals
Verified Company
Plymouth, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
This role is for NHS Professionals. We have a number of Clerical Officer / Administrator placements available to support University Hospital Plymouth. These roles can last anything from a few weeks to a few months. Recent Admin experience is essential and having iPM experience is desirable.


Job Purpose:

To provide clerical and administration support for a department within University Hospital Plymouth.


Key Dimensions:

This post is part of a professional multi-skilled team working within the appointment booking, prepping & reception team.

The key responsibilities of this role are the efficient administration with strict adherence and compliance to the Trust Access Policy.


PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Waiting List Management

  • To ensure that all appointments are booked in accordance with Trust waiting list policies.
  • This post requires concentration when ensuring patients are given an appointment within the national guidelines, as provided on PTL (Patient Target Lists). The post holder must advise Service Line or Specialty Coordinator if the clinic capacity is insufficient to accommodate number of appointments required and ensure individuals are kept informed.
  • To ensure that patients are given sufficient notification of appointment, as set out in waiting list policies.
  • To ensure that all information is entered in a timely and accurate manner, in accordance with the data quality standards and Data Protection Act 199
  • To ensure that all patients who fail to attend appointments (DNA's) are managed in accordance with the trust DNA policy.
  • To ensure all new outpatient sessions are partially booked in accordance with specific clinical booking rules and trust policies and where patients cancel their appointment at short notice to endeavour to fill the slot with another patient in order to utilise clinic capacity.
  • To ensure that all follow up patients that are on a waiting list are booked in accordance with specific clinical booking rules and trust policies. Where follow up waiting list has not yet been implemented to ensure that patients are managed and booked according to the clinic profiles.
  • To ensure that all changes to the clinic booking rules have been agreed with Service lines.
  • Post holders will be given a regular clinic workload, but would be expected to cover irregular clinics as requested by Specialty Coordinator
  • To undertake other duties within the post holders competence/career development plan as may be necessary from time to time, as determined by Specialty Coordinator

Other Responsibilities

  • To ensure that a firm understanding is obtained of Trust Waiting List & Access policies and be able to work to this guidance.
  • To attend meetings with all levels of staff, including monthly service line meetings when you are required to provide updates and any required changes.
  • To receive and deal with confidential telephone enquiries from patients and be able to handle patients' complaints. Patients may be anxious or difficult to communicate with and there may also be language barriers.
  • To ensure that an individual performance review is obtained from the supervising line manager on an annual basis.
  • To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
  • To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
  • To ensure that the Patient Document Tracing (PDT) system is kept up to date with the movement of patient case notes both into and out of the department.
  • To follow Trust procedures for the requesting of patient case notes in time to ensure adequate preparation. Once received organising contents of the patient case notes to comply with the Trust standard filing format.
  • It is everyone's responsibility to ensure that any loose filing is placed in the appropriate section of the patient case notes and to repair any damaged case notes.
  • Action Data Quality reports that are sent out by Specialty Coordinator weekly.

COMMUNICATIONS & WORKING RELATIONSHIPS

  • This position requires empathy and tact when dealing with patients that may be angry or upset regarding their appointment.
  • To ensure that a good relationship is maintained with all departments throughout the hospital and an ability to communicate with staff at all levels. In particular a good relationship is maintained with colleagues within their own service line.
  • Work collaboratively within a team and participate in the induction of locum, NVQ and new staff to policies and routine.
  • This post will come into contact with a wide variety of staff throughout the hospital and would need to maintain a courteous polite manner and possess good persuasive skills.
  • To ensure that a close working relationship is maintained with Outpatient departments, secretaries, Central Records, Appointments staff and other outside agencies.
  • To be an effective communi
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