Job summary
Working within the Diabetic 8 Care team to provide administrative support in the implementation of this service to patients across Staffordshire and Stoke on Trent who are most in need and are at higher health risk of complications associated with diabetes.
The role is new and will form part of an innovative, integrated offer which will support Primary Care and will work closely with the Diabetic Eye Screening Programme.
The role will involve accurate administrative skills, working with patients, other diabetes related clinical teams and will require exceptional customer service skills when dealing with stakeholders.
The role will require strong organisational skills to manage and organise clinical diaries, staff rotas and promotion events.The role is varied within a specialist department and requires confidentiality, initiative and flexibility in handling significant peaks and the ability to relate to and communicate with a wide range of organisations and individuals both internally and externally to MPFT.
The post holder is the first point of contact for patients and service users and is responsible for scheduling/booking patients for checks/screening in a timely and appropriate manner according to their care pathway.
The post holder will provide support to managerial and clinical teams in order for them to delivery an efficient, patient-centred and well administered service.
Main duties of the job
As a new service, the post holder will be required to support the Project lead in the growth and management of new clinics and appointment schedules liaising with stakeholders of all levels. Regular communication will be required with GP Practices, Healthcare Staff, Patients, Care Homes and other services within MPFT where combined working can be achieved so a strong focus on customer service is key.
You will be key in validating diabetes waiting list for patients awaiting their annual checks. You will ensure that all available time is utilised.
Organisation of clinical diary, making sure clinics and diaries are accurate, taking into account annual leave and training and ensuring supplies for the team are maintained.
As a new service with new processes being implemented you will plan and manage administration changes within the department and facilitate the development of joint systems and processes across the diabetes team. Registration of patients includes inputting the correct data onto system on a daily basis and referring enquiries to the most appropriate team member in a timely manner if unable to deal with personally.
About us
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by;
- Supporting your career development and progression
- Excellent NHS Pension scheme
- Generous maternity, paternity and adoption leave
- Options for flexible working
- Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave
- Extensive Health and Wellbeing support and resources
- If you work in our community teams, we pay for your time travelling between patients
- Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
- Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, milage paid at business rate s
- Salary sacrifice bikes up to £2k
- Free car parking at all trust sites
- Free flu vaccinations every year
- Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Job description
Job responsibilities
KEY DUTIES AND RESPONSIBILITIES
- First point of contact for patients and service users which is usually via a telephone call into the Service Management Centre #
- Management of team email address for referrals and queries
- On receipt of all new referral notifications ensure that the validation process has been followed in line with departmental guidelines liaising with GP surgeries, hospital trust or other stakeholders
- Be responsible for the appointment booking in a timely manner
- Manage and book clinics in relation to service growth. Communicating with venues and building a clear schedule in line with staffing capabilities.
- Ensure accuracy of patient demographic details ensuring amendments/corrections are made in a timely manner
- Ensure that all data is inputted accurately into the bespoke screening database, or RIO as appropriate in a timely manner
- To have a clear and up to date knowledge of the rules and protocols of the service
- Responsible for regular, efficient validation of all extracted diabetic reports from GP surgeries across Staffordshire and Stoke-on-Trent
- Responsible for ensuring all patient and GP correspondence is sent to timescale
- Responsible for ensuring patient satisfaction surveys are dispatched and returns inputted in line with Trust requirements
- Make, amend or cancel appointments as required by service or patient
- Responsible for monitoring and ordering office supplies/stationery and clinical equipment/consumables and for their safe storage/retrieval
- Ensure all specimen jars are sent to patients in time for the clinical procedures to take place
- Ensure the coordination of appointment between diabetic eye screening and the eight care processes
- Responsible for updating patient records
- To undertake any other duties and responsibilities as required consistent with the grade
COMMUNICATION
Manage and answer telephone calls related to the service, ensuring that queries and dealt with in a sensitive and effective manner and problems are promptly and efficiently
- Ensure patient cancellations/changes are recorded appropriately on OptoMize or Rio as appropriate
- Ensure that local and national policies are adhered to at all times
- Escalate any issues and breaches of the above standards to the Screening Supervisor in the first instance
- Act as a point for information and communication for the screening team
- At all times provide excellent customer service skills, both over the telephone and in written/electronic communications
OTHER DUTIES
- Work with a multi-disciplinary team in developing the service in line with departmental plans and National and Local objectives
- Undertake any general office responsibilities including collection and distribution of post, sorting of incoming post into departmental in priority order
- Participate in department development as appropriate and participate in departmental meetings
- Undertake any other duties commensurate to the grade, required to ensure the smooth and efficient running of the department
- Undertake mandatory training national and local requirements
- Undertake any training as required to complete the tasks associated with the job role
Job description
Job responsibilities
KEY DUTIES AND RESPONSIBILITIES
- First point of contact for patients and service users which is usually via a telephone call into the Service Management Centre #
- Management of team email address for referrals and queries
- On receipt of all new referral notifications ensure that the validation process has been followed in line with departmental guidelines liaising with GP surgeries, hospital trust or other stakeholders
- Be responsible for the appointment booking in a timely manner
- Manage and book clinics in relation to service growth. Communicating with venues and building a clear schedule in line with staffing capabilities.
- Ensure accuracy of patient demographic details ensuring amendments/corrections are made in a timely manner
- Ensure that all data is inputted accurately into the bespoke screening database, or RIO as appropriate in a timely manner
- To have a clear and up to date knowledge of the rules and protocols of the service
- Responsible for regular, efficient validation of all extracted diabetic reports from GP surgeries across Staffordshire and Stoke-on-Trent
- Responsible for ensuring all patient and GP correspondence is sent to timescale
- Responsible for ensuring patient satisfaction surveys are dispatched and returns inputted in line with Trust requirements
- Make, amend or cancel appointments as required by service or patient
- Responsible for monitoring and ordering office supplies/stationery and clinical equipment/consumables and for their safe storage/retrieval
- Ensure all specimen jars are sent to patients in time for the clinical procedures to take place
- Ensure the coordination of appointment between diabetic eye screening and the eight care processes
- Responsible for updating patient records
- To undertake any other duties and responsibilities as required consistent with the grade
COMMUNICATION
Manage and answer telephone calls related to the service, ensuring that queries and dealt with in a sensitive and effective manner and problems are promptly and efficiently
- Ensure patient cancellations/changes are recorded appropriately on OptoMize or Rio as appropriate
- Ensure that local and national policies are adhered to at all times
- Escalate any issues and breaches of the above standards to the Screening Supervisor in the first instance
- Act as a point for information and communication for the screening team
- At all times provide excellent customer service skills, both over the telephone and in written/electronic communications
OTHER DUTIES
- Work with a multi-disciplinary team in developing the service in line with departmental plans and National and Local objectives
- Undertake any general office responsibilities including collection and distribution of post, sorting of incoming post into departmental in priority order
- Participate in department development as appropriate and participate in departmental meetings
- Undertake any other duties commensurate to the grade, required to ensure the smooth and efficient running of the department
- Undertake mandatory training national and local requirements
- Undertake any training as required to complete the tasks associated with the job role
Person Specification
Experience
Essential
- Experience in the use of Microsoft systems Word, Excel & Teams
Experience
Essential
- Experience in an administrative role
Experience
Desirable
- Experience in Health & Social Care Sector
Person Specification
Experience
Essential
- Experience in the use of Microsoft systems Word, Excel & Teams
Experience
Essential
- Experience in an administrative role
Experience
Desirable
- Experience in Health & Social Care Sector
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).
