Job summary
This post is part of a professional multi-skilled team, working within the appointment booking, prepping & reception team within the Maxillofacial, Restorative, Orthodontic and Paediatric Dentistry Departments. The key responsibilities of this role are to provide clerical, reception & PTL review duties for all dental specialties.
Previous applicants need not apply
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
This post is part of a professional multi-skilled team working within the appointment booking, prepping & reception team within the Maxillofacial, Restorative, Orthodontic Department and Paediatric Dentistry. The key responsibilities of this role are the efficient administration with strict adherence and compliance to the Trust Access Policy.
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
- To ensure that all appointments are booked in accordance with Trust waiting list policies.
- To ensure that suspected cancer 2-week wait patients are booked within policy guidelines.
- 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 1998.
- To ensure that all patients who fail to attend appointments (DNAs) 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 ensure that an Individual Performance Review is obtained from the Specialty Coordinator on an annual basis.
- 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 assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
- 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.
- The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Case note, Information Governance and iPM training.
- 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.
- To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.
- It is everyones 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.
Job description
Job responsibilities
- To ensure that all appointments are booked in accordance with Trust waiting list policies.
- To ensure that suspected cancer 2-week wait patients are booked within policy guidelines.
- 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 1998.
- To ensure that all patients who fail to attend appointments (DNAs) 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 ensure that an Individual Performance Review is obtained from the Specialty Coordinator on an annual basis.
- 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 assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
- 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.
- The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Case note, Information Governance and iPM training.
- 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.
- To action any post, telephone, e-mail or written requests for patient case notes promptly from other areas/hospitals.
- It is everyones 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.
Person Specification
Qualifications & Skills
Essential
- NVQ Level 2 in either business administration or related subject. (2)
- GCSE's Levels 9-4 (A-C) in Maths & English or equivalent demonstrable experience. (2)
Desirable
- Proven knowledge of PTL (Patient Tracking System). (2)
Knowledge & Experience
Essential
- Demonstrable experience within a similar role. (2)
- Proven knowledge of computerised systems. (2)
Desirable
- Demonstrable experience working with PC's and spreadsheets. (2)
Aptitude & Abilities
Essential
- Good communication skills. (2)
- Good telephone manner. (2)
Person Specification
Qualifications & Skills
Essential
- NVQ Level 2 in either business administration or related subject. (2)
- GCSE's Levels 9-4 (A-C) in Maths & English or equivalent demonstrable experience. (2)
Desirable
- Proven knowledge of PTL (Patient Tracking System). (2)
Knowledge & Experience
Essential
- Demonstrable experience within a similar role. (2)
- Proven knowledge of computerised systems. (2)
Desirable
- Demonstrable experience working with PC's and spreadsheets. (2)
Aptitude & Abilities
Essential
- Good communication skills. (2)
- Good telephone manner. (2)
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
