Chemotherapy Booking Clerk (XN03)

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

To provide co-ordination and support to the Chemotherapy booking team. Ensuring administrative and clerical support is provided for the Chemotherapy service, within the Oncology Day Unit, via the chemotherapy booking system (Chemocare).

The chemotherapy department delivers treatment care packages to approximately 60-70 patients per day, 7 days a week. The post-holder will be responsible for the co-ordination of the chemotherapy booking team, ensuring that all administrative and clerical aspects of the chemotherapy booking service are being delivered and are meeting the needs of the service.

The post holder will also support and book chemotherapy activity, contact patients, input data onto the departmental database systems and produce reports as required. The post holder will be able to work flexibly and be able to communicate effectively and sensitively to a wide range of people including patients, families, medical staff and the wider multi-disciplinary team.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Core duty is to co-ordinate with the chemotherapy booking team and discuss and share out the workload on a daily basis, ensuring all aspects of the chemotherapy booking service are being delivered and meeting the needs of the service.

To:

- Manage your own workload

- Provide training and on-going support as and when appropriate

- Give inductions and provide training to new starters, demonstrating tasks carried out by yourself and other individuals in the team

Ensure policies are updated appropriately to ensure the team are booking patient appointments accurately.

Be responsible for ensuring the team have adequate office equipment to fulfil their roles, and that the equipment is used safely.

Support the team to provide a full chemotherapy appointment booking system for the chemotherapy service.

Book patient appointments according to departmental policy.

Communicate appointments to patients directly via telephone and letter.

Re-schedule appointments where necessary and ensure amendments communicated to relevant people and patient.

Deal with ad-hoc queries from staff and patients regarding patient appointments.

Provide routine non-clinical advice to patients seeking help from clinical staff where appropriate.

Use patient scheduling system to book / amend appointments.

Monitor capacity and demand of the chemotherapy unit and escalate concerns to line manager / senior management.

Book patients into the Peripherally Inserted Central Catheter (PICC) line service where necessary.

Ensure patients future appointments are booked prior to next attendance to allow for seamless patient pathway.

Manage email traffic to specific chemotherapy email account, taking action where required and prioritising urgent requests.

5. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Chemotherapy roles are additionally expected to contribute towards the NHS Cancer Plan. Successful performance requires a clear personal commitment to the chemotherapy service, working across the department, Trust and Cancer Network as appropriate.

Person Specification

Qualifications

Essential

• NVQ Level 3 or equivalent.
• Grade 4 or above in GCSE English and Maths or Level 2 Functional Skills equivalent.
• Must be willing to attend relevant training courses.

Experience

Essential

• Working in large organisations
• Experience of working with people in a healthcare setting
• Experiencing of managing a team
• Experience of computerised appointment booking systems
• Experience of staff line management

Desirable

• Good organisational ability
• Excellent interpersonal and communication skills
• Able to work as part of a team Open to learning and willing to undertake
• training as required
• Flexible approach
• Self-motivated and able to work independently

Additional Information

Essential

• Word Processing / use PC
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary), including clearance on blood borne viruses in compliance with Trust Policy

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)