Job summary
An exciting opportunity has arisen for a Clinical Office Coordinator to join our Team at Ashford & St Peters Hospital.
This is a 37.5 hour role based in the Paediatric Outpatient Department at St Peters Hospital.
To liaise with the Paediatric Appointment Team regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.
Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.
To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy.
To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.
Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care / Cerner.
Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care / Cerner.
Main duties of the job
Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.
Manage changes in clinic templates as directed by Team Leader/Service Manager.
We are seeking a friendly, enthusiastic and highly motivated team player who is well organised and flexible, with good attention to detail.
Previous NHS administrative experience desirable but not essential, as training will be provided.
The Clinical Office Administrative Co-ordinator will provide:
a comprehensive administrative service to the Consultants and their Medical team
Responsibility for the day to day management of clinical office administrators and clinical office assistants.
Organise their workload with the Consultants and Teams, co-ordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided.
Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.
To work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trusts Access Policy.
Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.
For an informal discussion please contact Sarah Beadle, Team Leader on 01932 722397.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
Manage the booking of relevant clinical activity (e.g. out-patient procedures, clinics etc) and managing patient pathways in conjunction with the Patient Pathway Team
Using RTT Qlikview on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
To liaise with the Paediatric Appointment Team regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.
Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.
To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy.
To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.
Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care / Cerner.
Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care / Cerner.
Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.
Manage changes in clinic templates as directed by Team Leader/Service Manager.
Job description
Job responsibilities
Manage the booking of relevant clinical activity (e.g. out-patient procedures, clinics etc) and managing patient pathways in conjunction with the Patient Pathway Team
Using RTT Qlikview on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
To liaise with the Paediatric Appointment Team regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.
Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.
To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy.
To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.
Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care / Cerner.
Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care / Cerner.
Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.
Manage changes in clinic templates as directed by Team Leader/Service Manager.
Person Specification
Qualifications
Essential
- RSA, NVQ or equivalent typing and computer skills
- Educated to A level or equivalent
Desirable
- At least 60wpm typing skills
- ECDL AMSPAR Diploma
Experience
Essential
- Significant previous secretarial experience
- Previous experience of working in a busy office and dealing with conflicting demands
- Some experience of staff supervision
Desirable
- NHS experience
- Taking minutes
- Experience of working in a front line position with the general public
Person Specification
Qualifications
Essential
- RSA, NVQ or equivalent typing and computer skills
- Educated to A level or equivalent
Desirable
- At least 60wpm typing skills
- ECDL AMSPAR Diploma
Experience
Essential
- Significant previous secretarial experience
- Previous experience of working in a busy office and dealing with conflicting demands
- Some experience of staff supervision
Desirable
- NHS experience
- Taking minutes
- Experience of working in a front line position with the general public
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).
