Job summary
This is a non patient-facing role. The post-holder will have responsibility for the appointment system for the Barnet and Enfield Paediatric Audiology Team under guidance of the Chief Audiologists.
This includes maintaining continuous professional development, working autonomously, managing own caseload and demonstration of initiative. They are expected to support the team in delivering a high quality, efficient service and improve the service further.
Duties include registration of referrals, booking appointments using a computerised patient management system, running a partial booking system, dealing with telephone enquiries and distribution of clinical reports. The post will also support the administration of Enfield School Screening team.
The service operates between 8am-6pm Monday-Friday. This post is for 15 hours per week. Working patterns are flexible and will be agreed with the post holder on appointment.
The post holder will be based at Edgware Community Hospital but may occasionally be required to work at St Michael's Hospital in Enfield. There will also be the opportunity for occasional remote working however this role will be based predominantly on site.
Please note: We might close the advert early than the stated closing date if we receive a sufficient number of applications.
Main duties of the job
Arrange appointments for clinical sessions in close liaison with the clinical team, whilst ensuring breaches are avoided.
Prepare referrals for registration onto Auditbase following triaging and use other patient management systems appropriately to check and validate patient information
Contact patients and inform them of cancelled/changed appointments.
Request translators, transport and British Sign Language translators for patients using the service according to needs/ barriers to understanding.
Prepare files for clinics and file notes after the clinical session
Prepare outpatient appointment letters and deal with any associated telephone enquiries
Provide cover for other members of the administration team
Supporting the team in the absence of other colleagues .
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
This post is for our community based sites covering the Barnet and Enfield boroughs.
The post holder will work alongside the paediatric audiology administrative team, audiologists and school screening team.
MAIN DUTIES
1. ADMINISTATIVE RESPONSIBILITIES
- Communicate with team; Speciality Doctor, Service Managers, Chief Audiologists, Senior Audiologists and School Screening Team
- To ensure agreed policies, clerical systems and procedures are followed, implementing new ones as necessary
- To complete training and be competent using patient management system (Audit base)
- To complete training and be competent using NHS databases, e.g. NHS Spine, ESR, Rio.
- To schedule appointments and send appointment letters via email or post for clinical sessions in close liaison with the clinical team and management staff, ensuring breaches are avoided.
- Distributing clinical reports
- To monitor and escalate potential breaches
- To manage the clinic/patient relationship using polite and efficient personal and telephone contact.
- To process referrals on Audit base use other patient management systems appropriately to check and validate patient information
- To deal appropriately with correspondence received into the Department, including scanning onto Audit base.
- To follow the partial booking process and ensure partial booking letters are sent out and followed up in a timely manner in close liaison with named clinical staff
- To liaise with other professionals regarding patient information e.g. GPs, Child Development Centre, Medical Records, Teachers for the Deaf, social services.
- To reschedule clinics as requested by clinicians.
- To contact patients and inform them of cancelled/changed appointments.
- To inform patients/carers via telephone of waiting times and negotiate between patients needs/preferences and service capacity.
- To request translators, transport and British Sign Language translators for patients using the service according to needs/ barriers to understanding.
- To enter patient details on Audiology Database in preparation for clinical staff to use.
- To action urgent correspondence, find urgent records for clinicians.
- To reject/return inappropriate/ incomplete referrals as needed
- To organise, train and supervise temporary administrative staff in addition to other staff involved with the management of appointments.
- To maintain confidentiality at all times.
- To take an active responsibility for maintaining computer based records including input and retrieval of information.
- To collate information on excel/other databases for use by management as required.
- To open mail on a daily basis, date-stamp incoming mail and action as appropriate, passing correspondence to relevant people as needed
- To monitor and action the departments generic email address, forwarding emails appropriately to the relevant people and in a timely manner.
- To deal with telephone calls and take messages as required, ensuring that messages are passed on to the appropriate person
- To provide cover for other members of the administration team
- To communicate with relevant management staff regarding any faults to office equipment/ need to restock office equipment.
- Undertake photocopying/scanning/filing tasks as needed
- To ensure agreed policies, clerical systems and procedures are followed, implementing new ones as necessary
2. RESPONSIBILITY FOR PATIENTS
- To be aware of safeguarding policy
- To be aware of information governance policy
3. RESPONSIBILITY FOR POLICY AND SERVICE DEVELOPMENT
- To follow Trust and department policies and procedures
- To recommend and support implementation of changes to departmental policies and procedures.
4. RESPONSIBILITY FOR FINANCIAL AND PHYSICAL RESOURCES
- To observe personal duty of care in relation to equipment and resources used in course of work.
- To have good time management in order to achieve clinical responsibilities.
- To ensure administration office is clean, tidy and meets fire and health & safety regulations
5. RESPONSIBILITY FOR LEADING AND MANAGING
- To ensure all Departmental correspondence, telephone and other enquiries are dealt with appropriately and speedily, communicating effectively and courteously with patients, public and Trust staff whilst adhering to Trust patient confidentiality guidelines
- To support the chief audiologist by participating with on the job training of new administration staff.
6. RESPONSIBILITY FOR INFORMATION RESOURCES
- To maintain and update patient records
- To record appointment data and future planning.
7. RESPONSIBILITY FOR RESEARCH AND DEVELOPMENT
- To assist the paediatric audiology department with research projects.
Job description
Job responsibilities
This post is for our community based sites covering the Barnet and Enfield boroughs.
The post holder will work alongside the paediatric audiology administrative team, audiologists and school screening team.
MAIN DUTIES
1. ADMINISTATIVE RESPONSIBILITIES
- Communicate with team; Speciality Doctor, Service Managers, Chief Audiologists, Senior Audiologists and School Screening Team
- To ensure agreed policies, clerical systems and procedures are followed, implementing new ones as necessary
- To complete training and be competent using patient management system (Audit base)
- To complete training and be competent using NHS databases, e.g. NHS Spine, ESR, Rio.
- To schedule appointments and send appointment letters via email or post for clinical sessions in close liaison with the clinical team and management staff, ensuring breaches are avoided.
- Distributing clinical reports
- To monitor and escalate potential breaches
- To manage the clinic/patient relationship using polite and efficient personal and telephone contact.
- To process referrals on Audit base use other patient management systems appropriately to check and validate patient information
- To deal appropriately with correspondence received into the Department, including scanning onto Audit base.
- To follow the partial booking process and ensure partial booking letters are sent out and followed up in a timely manner in close liaison with named clinical staff
- To liaise with other professionals regarding patient information e.g. GPs, Child Development Centre, Medical Records, Teachers for the Deaf, social services.
- To reschedule clinics as requested by clinicians.
- To contact patients and inform them of cancelled/changed appointments.
- To inform patients/carers via telephone of waiting times and negotiate between patients needs/preferences and service capacity.
- To request translators, transport and British Sign Language translators for patients using the service according to needs/ barriers to understanding.
- To enter patient details on Audiology Database in preparation for clinical staff to use.
- To action urgent correspondence, find urgent records for clinicians.
- To reject/return inappropriate/ incomplete referrals as needed
- To organise, train and supervise temporary administrative staff in addition to other staff involved with the management of appointments.
- To maintain confidentiality at all times.
- To take an active responsibility for maintaining computer based records including input and retrieval of information.
- To collate information on excel/other databases for use by management as required.
- To open mail on a daily basis, date-stamp incoming mail and action as appropriate, passing correspondence to relevant people as needed
- To monitor and action the departments generic email address, forwarding emails appropriately to the relevant people and in a timely manner.
- To deal with telephone calls and take messages as required, ensuring that messages are passed on to the appropriate person
- To provide cover for other members of the administration team
- To communicate with relevant management staff regarding any faults to office equipment/ need to restock office equipment.
- Undertake photocopying/scanning/filing tasks as needed
- To ensure agreed policies, clerical systems and procedures are followed, implementing new ones as necessary
2. RESPONSIBILITY FOR PATIENTS
- To be aware of safeguarding policy
- To be aware of information governance policy
3. RESPONSIBILITY FOR POLICY AND SERVICE DEVELOPMENT
- To follow Trust and department policies and procedures
- To recommend and support implementation of changes to departmental policies and procedures.
4. RESPONSIBILITY FOR FINANCIAL AND PHYSICAL RESOURCES
- To observe personal duty of care in relation to equipment and resources used in course of work.
- To have good time management in order to achieve clinical responsibilities.
- To ensure administration office is clean, tidy and meets fire and health & safety regulations
5. RESPONSIBILITY FOR LEADING AND MANAGING
- To ensure all Departmental correspondence, telephone and other enquiries are dealt with appropriately and speedily, communicating effectively and courteously with patients, public and Trust staff whilst adhering to Trust patient confidentiality guidelines
- To support the chief audiologist by participating with on the job training of new administration staff.
6. RESPONSIBILITY FOR INFORMATION RESOURCES
- To maintain and update patient records
- To record appointment data and future planning.
7. RESPONSIBILITY FOR RESEARCH AND DEVELOPMENT
- To assist the paediatric audiology department with research projects.
Person Specification
Knowledge
Essential
- General Office skills
- At least 1 years experience in patient based/client environment
- At least one year's experience involving the arranging of appointments
Skills and Ability
Essential
- Excellent communication skills and clear speech
- Organisational skills and ability to multi-task
- Ability to work on own initiative
Qualifications
Essential
- Maths and English GCSE or equivalent
Person Specification
Knowledge
Essential
- General Office skills
- At least 1 years experience in patient based/client environment
- At least one year's experience involving the arranging of appointments
Skills and Ability
Essential
- Excellent communication skills and clear speech
- Organisational skills and ability to multi-task
- Ability to work on own initiative
Qualifications
Essential
- Maths and English GCSE or equivalent
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.
