Job summary
The Specialist Paediatrics Team have a vacancy for a part time Appointments Officer/Receptionist to work in our Children's and Young People Outpatient Department, level 12. The post is interesting and varied and requires an ability to work as part of an Appointments Team.
Applicants should have a mature and responsible attitude and be able to demonstrate excellent organisational, written and verbal communication skills. The successful candidate will have previous NHS experience, with additional clerical experience and use of the IPM system being an advantage and should have keyboard skills.
Training is provided for the various information technology systems used within the Trust although previous knowledge would be an advantage.
If you would like any further information and an informal chat, please contact, Samantha Stringer, Appointments Team Leader, Tel 437674 or Teresa Macdonald, Administration Manager, Tel; 430101.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
- To provide a clerical service to the ward and assist nursing staff in reception of families and visitors to the ward.
- Provide administration support to the team of nursing and clinical staff working within CYPOD
- To liaise with other departments providing necessary notes, referral information and results for medical nursing staff.
- Responsible for the booking, preparing and reception of out-patient clinics.
- Liaise with consultants, junior medical staff, medical secretaries, central records library and out-patient staff.
- Responsible to undertake the role of appointment officer for Consultant Paediatricians, Visiting Consultant Teams and their support staff. Working within a team.
- Work to the Trust values - Leading with excellence, caring with compassion
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc
- Attend statutory, essential and mandatory training
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Receive referral letters from GPs via the consultants and organise priority of action.
- To receive and welcome parents, children and visitors to the department
- Answering telephone enquiries in conjunction with, and under the direction of, nursing staff.
- Consult General Practitioners if there are discrepancies in referral letters.
- Register new patients on IPMS (Information Patient Management System), ensuring double registration does not occur.
- Maintain out-patient waiting lists. Ensure that all referrals are put onto IPMS following the guidelines set out in the Trusts Waiting List Policy.
- Ensure Choose and Book patients are correctly appointed on IPMS and send confirmation letters to the patient.
- Prepare hospital notes and Thin Files for clinics in line with Trust Waiting List and Directorate Policies.
- Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures.
- As required, telephone patients with urgent/last minute appointments.
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
- Notify appropriate out-patient staff of changes/cancellations to clinics.
- Follow procedures for: requesting case notes & organizing contents of case notes, requesting and printing clinic attendance lists.
- Ensure all case notes and Thin Files arriving into and departing from the department are traced on IPMS.
- Reception for the out-patient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow-up waiting list.
- To ensure there is adequate stationery and request supplies with relevant admin personnel.
- To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager.
- As required entering admissions and discharges on IPMS, including in-patients and day cases.
- To carry out any other clerical duties as determined by the line manager.
- Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance Notes) notifying the line manager of relevant issues in a timely manner.
Job description
Job responsibilities
- Receive referral letters from GPs via the consultants and organise priority of action.
- To receive and welcome parents, children and visitors to the department
- Answering telephone enquiries in conjunction with, and under the direction of, nursing staff.
- Consult General Practitioners if there are discrepancies in referral letters.
- Register new patients on IPMS (Information Patient Management System), ensuring double registration does not occur.
- Maintain out-patient waiting lists. Ensure that all referrals are put onto IPMS following the guidelines set out in the Trusts Waiting List Policy.
- Ensure Choose and Book patients are correctly appointed on IPMS and send confirmation letters to the patient.
- Prepare hospital notes and Thin Files for clinics in line with Trust Waiting List and Directorate Policies.
- Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures.
- As required, telephone patients with urgent/last minute appointments.
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
- Notify appropriate out-patient staff of changes/cancellations to clinics.
- Follow procedures for: requesting case notes & organizing contents of case notes, requesting and printing clinic attendance lists.
- Ensure all case notes and Thin Files arriving into and departing from the department are traced on IPMS.
- Reception for the out-patient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow-up waiting list.
- To ensure there is adequate stationery and request supplies with relevant admin personnel.
- To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager.
- As required entering admissions and discharges on IPMS, including in-patients and day cases.
- To carry out any other clerical duties as determined by the line manager.
- Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance Notes) notifying the line manager of relevant issues in a timely manner.
Person Specification
Qualifications
Essential
- oEducated to GCSE grades 9-4 (A-C) or equivalent in Maths and English,
- oNVQ L2 in Business & Admin or equivalent demonstrable experience
Desirable
- oNVQ Business Administration level 3
Knowledge and Experience
Essential
- oPrevious demonstrable experience in a similar role
Desirable
- oPrevious demonstrable experience within a large clinical setting
Aptitude & Abilities
Essential
- oGood communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- oKeyboard skills
Desirable
- oUnderstanding the Trust's waiting list policy within the work place
Person Specification
Qualifications
Essential
- oEducated to GCSE grades 9-4 (A-C) or equivalent in Maths and English,
- oNVQ L2 in Business & Admin or equivalent demonstrable experience
Desirable
- oNVQ Business Administration level 3
Knowledge and Experience
Essential
- oPrevious demonstrable experience in a similar role
Desirable
- oPrevious demonstrable experience within a large clinical setting
Aptitude & Abilities
Essential
- oGood communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- oKeyboard skills
Desirable
- oUnderstanding the Trust's waiting list policy within the work place
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).
