Job summary
The post holder will actively participate in a full range of administrative duties and activities to ensure the accurate utilisation and maintenance of outpatient clinics for the Breast department.The post holder will manage the outpatient clinics to ensure sessions are fully utilised for the Breast Unit and bookings meet all national and local targets.The post holder will ensure efficient and effective delivery of service to meet service demands and performance targets through effective communication and liaison with Consultants, Surgical, Nursing and Administrative staff.The post holder will cover for the MDT Co-ordinator when necessary.The post holder will provide secretarial support for the Breast Care Nursing Team
Main duties of the job
To manage the outpatient clinics within the Breast Surgery Unito To co-ordinate and monitor Breast Surgery Department clinics and authorise amendments where necessary taking account of waiting times.o To understand the main principles of waiting list management, both outpatient and inpatient. Responsible for the addition of urgent patients to clinics, identifying and relaying appropriate information toappointments staff, and to other departments.o To maintain the Breast Surgery Department theatre diary of patients coming in for surgery or other procedures. Liaise with waiting list staff, clinical managers and other departments as necessary to bookpatients and ensure maximum use of operating lists.o Ensure that cancer patients receive their operations within the specified maximum time rules, re-scheduling other operations if necessary.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
To manage the outpatient clinics within the Breast Surgery Unit To co-ordinate and monitor Breast Surgery Department clinics and authorise amendments wherenecessary taking account of waiting times. To understand the main principles of waiting list management, both outpatient and inpatient. Responsiblefor the addition of urgent patients to clinics, identifying and relaying appropriate information toappointments staff, and to other departments. To maintain the Breast Surgery Department theatre diary of patients coming in for surgery or otherprocedures. Liaise with waiting list staff, clinical managers and other departments as necessary to bookpatients and ensure maximum use of operating lists. Ensure that cancer patients receive their operations within the specified maximum time rules, re-schedulingother operations if necessary. To assess (in accordance with specialty protocols and local governance arrangements) the prioritizing ofurgent/emergency admissions in liaison with appropriate departments and to make the necessaryarrangements. To ensure that appropriate follow-up actions are brought to the attention of the medical team, e.g. referrals,investigations and planned case discussions. To ensure all clinical administration is dealt with effectively, including those matters where liaison with otherdepartments/hospitals/members of the health economy is necessary. To prepare and circulate information about Breast Surgery Department absences, giving instructionsregarding cancellations or amendments to clinics and operating lists. When short notice cancellationsoccur, make arrangements to provide medical cover for clinical sessions. To ensure that patient information systems are used to enhance the efficient running of the service. Towork with the medical team to support the development and introduction of new technology. To ensure that patient case notes are maintained, including sending external documentation to Evolve forscanning into the patients notes. In addition, to be responsible for requesting X-rays, investigation reportsand other information as required by the medical staff. To manage all the Breast Surgery Department nurses office administration, including non-clinicalcommitments such as research projects. To organize and arrange meetings and training days and make travel arrangements. Arrange forsponsorship as required, liaising with Drug companies. To attend meetings, taking minutes and preparing agendas and other paperwork, and booking rooms asnecessary. To take part in the induction/training of new members of staff as required Patients are referred to the Hospital via Electronic Referral System or internally via Ecare. The Clinic Coordinatorwill disseminate the referrals to the relevant clinician for their approval or rejection. The Clinic Coordinatorwill monitor the departments electronic referrals/MDT pools and forward any relevant letters forthe Breast Surgery Department, for review. New referrals are communicated to the PRMC (Patient ReferralManagement Centre) where appropriate. To receive post and deal with routine correspondence, undertaking follow-up action as directed. This mayinclude replying personally to letters and preparing draft letters for signature. To transcribe from dictation, written text or digital dictation, all correspondence, reports or notes for theBreast Surgery Department and team, checking detail in patient case notes and ensuring letters aregrammatical and well-presented. Also to understand the necessity of coding patients correctly with the IPTsystem when transferring patients from the West Suffolk Hospital to another Hospital. To collate all radiology and Pathology reports and to present them to the Breast Surgery Department,ensuring that all abnormal results are highlighted for further action by medical staff. Monitor expectedresults and where these are outstanding or urgently required, access results on the hospital computersystem, ensuring these are seen by medical staff. Take follow-up action as instructed, which may includeinforming GPs of abnormal results which require immediate treatment, as indicated by the medical team. To receive queries from General Practitioners, patients, relatives and carers, assessing which can beanswered directly in accordance with Specialty protocol. Provide relevant information to enable BreastSurgery Department to respond to phone calls and other queries. To deal sensitively with upset and distressed telephone callers. Answer patients concerns in line with theTrusts Complaints Policy, ensuring that, when possible, queries are resolved early. Arrange fornecessary action to be expedited. To manage the referrals database To ensure that the standards of the clinic appointment booking work within the Breast Surgery Unit aremaintained in accordance with Trust and departmental policies and procedures. To implement and monitor Human Resources policies The implementation and monitoring of Health and Safety policies and statutory training To undertake setting up new clinics onto e-care and altering existing clinic as requested by management. To provide secretarial support to the Breast Care Nursing Team.
Job description
Job responsibilities
To manage the outpatient clinics within the Breast Surgery Unit To co-ordinate and monitor Breast Surgery Department clinics and authorise amendments wherenecessary taking account of waiting times. To understand the main principles of waiting list management, both outpatient and inpatient. Responsiblefor the addition of urgent patients to clinics, identifying and relaying appropriate information toappointments staff, and to other departments. To maintain the Breast Surgery Department theatre diary of patients coming in for surgery or otherprocedures. Liaise with waiting list staff, clinical managers and other departments as necessary to bookpatients and ensure maximum use of operating lists. Ensure that cancer patients receive their operations within the specified maximum time rules, re-schedulingother operations if necessary. To assess (in accordance with specialty protocols and local governance arrangements) the prioritizing ofurgent/emergency admissions in liaison with appropriate departments and to make the necessaryarrangements. To ensure that appropriate follow-up actions are brought to the attention of the medical team, e.g. referrals,investigations and planned case discussions. To ensure all clinical administration is dealt with effectively, including those matters where liaison with otherdepartments/hospitals/members of the health economy is necessary. To prepare and circulate information about Breast Surgery Department absences, giving instructionsregarding cancellations or amendments to clinics and operating lists. When short notice cancellationsoccur, make arrangements to provide medical cover for clinical sessions. To ensure that patient information systems are used to enhance the efficient running of the service. Towork with the medical team to support the development and introduction of new technology. To ensure that patient case notes are maintained, including sending external documentation to Evolve forscanning into the patients notes. In addition, to be responsible for requesting X-rays, investigation reportsand other information as required by the medical staff. To manage all the Breast Surgery Department nurses office administration, including non-clinicalcommitments such as research projects. To organize and arrange meetings and training days and make travel arrangements. Arrange forsponsorship as required, liaising with Drug companies. To attend meetings, taking minutes and preparing agendas and other paperwork, and booking rooms asnecessary. To take part in the induction/training of new members of staff as required Patients are referred to the Hospital via Electronic Referral System or internally via Ecare. The Clinic Coordinatorwill disseminate the referrals to the relevant clinician for their approval or rejection. The Clinic Coordinatorwill monitor the departments electronic referrals/MDT pools and forward any relevant letters forthe Breast Surgery Department, for review. New referrals are communicated to the PRMC (Patient ReferralManagement Centre) where appropriate. To receive post and deal with routine correspondence, undertaking follow-up action as directed. This mayinclude replying personally to letters and preparing draft letters for signature. To transcribe from dictation, written text or digital dictation, all correspondence, reports or notes for theBreast Surgery Department and team, checking detail in patient case notes and ensuring letters aregrammatical and well-presented. Also to understand the necessity of coding patients correctly with the IPTsystem when transferring patients from the West Suffolk Hospital to another Hospital. To collate all radiology and Pathology reports and to present them to the Breast Surgery Department,ensuring that all abnormal results are highlighted for further action by medical staff. Monitor expectedresults and where these are outstanding or urgently required, access results on the hospital computersystem, ensuring these are seen by medical staff. Take follow-up action as instructed, which may includeinforming GPs of abnormal results which require immediate treatment, as indicated by the medical team. To receive queries from General Practitioners, patients, relatives and carers, assessing which can beanswered directly in accordance with Specialty protocol. Provide relevant information to enable BreastSurgery Department to respond to phone calls and other queries. To deal sensitively with upset and distressed telephone callers. Answer patients concerns in line with theTrusts Complaints Policy, ensuring that, when possible, queries are resolved early. Arrange fornecessary action to be expedited. To manage the referrals database To ensure that the standards of the clinic appointment booking work within the Breast Surgery Unit aremaintained in accordance with Trust and departmental policies and procedures. To implement and monitor Human Resources policies The implementation and monitoring of Health and Safety policies and statutory training To undertake setting up new clinics onto e-care and altering existing clinic as requested by management. To provide secretarial support to the Breast Care Nursing Team.
Person Specification
Education and qualifications
Essential
- oMaths and English qualification
Desirable
- Amspar certificate or diploma RSA II Typing, Word or Equivalent
Experience and knowledge
Essential
- oPrevious administration experience
- oMedical Terminology
Desirable
- oPrevious NHS or related environment
- oSome customer care experience
Skills and Abilities
Essential
- oMicrosoft Office
- oExcel
- oAccurate Key Board Skills
- oAble to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- oKnowledge of the Hospital Administration System
- oUnderstanding of Databases
Personal qualities
Essential
- oClear and precise communication skills
- oGood telephone manner
- oAble to work under pressure
- oAble to meet deadlines
- oGood interpersonal skills
- oGood organisational skills
- oFriendly and helpful manner
- oCaring attitude
- oAttention to detail
- oAbility to work on own initiative or part of a team
- oFlexible approach to working hours and duties
- oAble to demonstrate an understanding of issues relating to confidentiality
- Good timekeeping
Person Specification
Education and qualifications
Essential
- oMaths and English qualification
Desirable
- Amspar certificate or diploma RSA II Typing, Word or Equivalent
Experience and knowledge
Essential
- oPrevious administration experience
- oMedical Terminology
Desirable
- oPrevious NHS or related environment
- oSome customer care experience
Skills and Abilities
Essential
- oMicrosoft Office
- oExcel
- oAccurate Key Board Skills
- oAble to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- oKnowledge of the Hospital Administration System
- oUnderstanding of Databases
Personal qualities
Essential
- oClear and precise communication skills
- oGood telephone manner
- oAble to work under pressure
- oAble to meet deadlines
- oGood interpersonal skills
- oGood organisational skills
- oFriendly and helpful manner
- oCaring attitude
- oAttention to detail
- oAbility to work on own initiative or part of a team
- oFlexible approach to working hours and duties
- oAble to demonstrate an understanding of issues relating to confidentiality
- Good timekeeping
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.
