- Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills and experience
- Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams
- Commitment to personal development
- Commitment to acquire & apply knowledge of RTT national and local waiting times rules
- Previous experience working in a clerical / administrative role within a NHS setting
- Experience of using a NHS Patient Administration system (PAS)
- Experience of dealing with general public in person and by phone
- Be able to demonstrate tact and diplomacy when working with others
- Ability to work as part of a team and to meet deadlines
- Excellent Organisational Skills
- Excellent telephone manner with the ability to adapt communication styles depending on audience and environment
- Ability to speak Welsh
- Shows positivity, resilience, adaptability and flexible approach as situations arise
- Friendly and helpful disposition, awareness of how our own and others' behaviours impact on people's experiences and the organisation's reputation
- Willing to seek out learning, and accept constructive feedback
- Ability to work through implementation of new procedures and technology
Outpatient Clerk - Port Talbot, United Kingdom - Swansea Bay University Health Board
Description
Job summary
The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Paediatric Service.
The post holder will work flexibly across Services to provide administrative and reception support such as the processing of clinic changes, the correct recording of patient pathways, the retrieval, preparation and filing of patients' case notes as and when required.
The post holder may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover within the Health Board.
Please note we would accept job share and flexible working
Main duties of the job
We are pleased to be able to advertise an exciting opportunity to work within our Paediatric Outpatient Department in Neath Port Talbot Hospital.
This position is for 35 hours each week on a permanent contract. We are looking for a positive, friendly member of staff who can work within our well established pool of Paediatric Outpatient Clerks.
The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Paediatric Outpatient Service across Morriston, Singleton and Neath/Port Talbot Hospitals. This role will predominantly be based in Neath Port Talbot Hospital, but the post holder may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover within the Health Board.
The post holder will work flexibly to meet the needs of the service, to provide administrative and reception support such as the processing of clinic changes, the correct recording of patient pathways, the retrieval, preparation and filing of patients' case notes as and when required.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
Job descriptionJob responsibilities
Use this information to deal with patient/staff enquiries and to fulfil the role of Clerk / Receptionist (referring clinical issues to appropriate Clinician(s) for advice/decisions as appropriate).
To provide a warm and welcoming Reception Service, maintain clinic roomdiaries, meeting and greeting all visitors to the department checking detailspatient details, checking case notes, recording attendance via Patientadministration system (PAS).
To answer enquiries, receive and relay messages, both in person and on thetelephone, from patients or staff, using a working knowledge of Health Board procedures to maintain a professional front of house service.
Change or cancel appointments at the request of the patient or managerhighlighting where pathway timeframes may be compromised.
Liaising with their line manager or Service Manager regarding substitute appointments.
The post holder will be expected to retrieve, file and locate case notes for Clinics, ensuring 100% case note availability using the appropriate systems for tracking and requesting case notes.
Ensure all patient filing is filed into patients case notes within required timescales and prior to clinic attendance
Ensuring case notes are of the highest quality, are prepared and available for patient arrival, and subsequently filing patient results and paperwork correctly in adherence with Health Board Quality Standards.
Liaise with medical records team and other areas, in line with Health Board policy for missing case notes, following agreed escalation process. Creating new or temporary folders when procedures require.
To input and update Health Board Patient Administration systems (PAS), liaising as appropriate to ensure accurate recording of patient pathway events in line with clinical instruction and accuracy of demographic details in order to prevent data quality issues.
Liaising with relevant clinicians with any queries.
Arrange patient interpreters for appointments as requested.
The post holder will be expected to provide cover across the core clinicaladministration functions during times of absence, commensurate with level of the role, and to be trained to rotate to cover other departments within the Service Group at the request of Line Manager or Service ManagerReceive, sort and prioritise incoming mail, send out information to patients such as appointment letters, ensuring that Outgoing Mail is dispatched without delay.
Use of office equipment, photocopier, printer, fax machine that patient confidentiality is maintained.
Participate in monthly/weekly informal departmental meetings & take notes as requested.
The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role of the postService Delivery. The post-holder will be expected to ensure that the service delivered is in line with standard of care expected.
CommunicationThe post-holder will be expected to handle all forms of communication in a manner that is in line with the Health Boards Values.
Education and Training/Staff ManagementSwansea Bay University Health Board is committed to support learning anddevelopment to improve the organisations performance, so the post holder will be expected to: -Participate in development schemes, Personal Development Reviews (PDRs) and IT training. Identify personal achievements and training needs. Reflect on issues which arise, and own practice. Attend mandatory training and other ad-hoc training identified as appropriate.Actively participate in any technology available and the introduction of any systems within the service.Maintain knowledge of clinic procedures, software programs, and medicalterminology.Recognise own grade boundaries, and seek advice when not competent to undertake an action or decision.
Effort & Environmental FactorsTo use display screen equipment and key-board on a daily carry / move equipment / case notes within manual handling be flexible to the demands of departmental staff including unpredictable work patterns, deadlines and frequent develop appropriate strategies to manage aggressive behaviour within the sit for long periods of time when typing clinic reports or inputting data
Person SpecificationQualifications
Essential
Desirable
Experience
Essential
Desirable
Skills
Essential
Desirable
Values
Essential
Other
Essential