Clinical Office Coordinator, Breast Surgery

Job description

Job responsibilities

Clinical Office Co-ordinator responsibilities:

Provide timely and accurate secretarial administration.

Responsible for sending out relevant appointment letters in a timely manner.

Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Millenium EPR.

Liaise with the Appointments Centre regarding outpatient clinic bookings as necessary.

Ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

Liaise directly with patients to book, cancel, and rebook any outpatient appointments.

Manage changes in clinic templates as directed by Team Leader/Assistant Service Manager.

Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

As part of a team with other Clinical Office Administrative Co-ordinators, provide secretarial/admin cover from Monday to Friday each week within each specialty.

Organise and coordinate workload with Clinical Office Co-ordinators to ensure that an efficient service is provided.

For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.

Patient pathway responsibilities:

Coordinate patient list for discussion at Benign & Oncoplastic MDT.

Attend Benign & Oncoplastic MDT, actioning outcomes and uploading notes to Evolve.

Use LUNA daily to coordinate all elements of the patient pathway and liaise with the Patient Pathway Team as necessary. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.

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.

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.

Responsible for notifying the Patient Pathway Team, the Service Manager, and the Appointment Centre in a timely fashion (minimum of 7 weeks notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction.

General Responsibilities:

Provide excellent customer service to patients, demonstrating an understanding and reassuring manner.

Respond to enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies in a timely manner.

Work as a team member and adhere to strict deadlines.

Provide excellent communication and liaison with team members, medical staff and other departments and hospitals.

Support the day-to-day administrative organisation of the clinicians.

Attend relevant departmental meetings and support as required e.g. booking venues, typing accurate minutes and agendas and circulating documentation as required.

Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management

Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.

Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required.

Working as part of a team, assisting with the training of new and temporary staff providing support and advice as appropriate.

Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.

Implement any relevant Trust and Directorate policies on behalf of the Consultant team.

Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/ cancelled when necessary, adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants.

Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

Attend regular team meetings arranged by Team Leader.

To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda for Change.

Undertake all mandatory training as required by the Trust.

Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained.

Person Specification

Essential

Essential

• oEnglish GCSE Grade C or equivalent.
• oPrevious secretarial experience
• oPrevious experience of working in a busy office and dealing with conflicting demands
• oKnowledge of a wide range of secretarial/ administrative procedures
• oYou have knowledge & awareness of diversity and human rights as appropriate to your role
• oYou are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
• oPatient facing roles -be able to understand an individual's communication, physical & emotional needs; recognise their needs and preferences
• oAble to compose letters on own initiative or with minimal instruction
• oAble to use initiative and judgement in dealing properly with day to day issues and queries.
• oConfident in use of computer package such as Excel
• oAble to deal sensitively and tactfully with all contacts and maintain confidentiality.
• oGood written and verbal communication skills
• oAbility to be flexible to meet the needs of the team, the service and the Trust
• oAble to demonstrate that you are honest, reliable and trustworthy

Desirable

• oKnowledge and experience of Cerner and other NHS software
• oExperience of working in a front line position with the general public

Essential

Essential

• oEnglish GCSE Grade C or equivalent.

Desirable

• oKnowledge and experience of Cerner and other NHS software

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

Ashford & St. Peter's Hospitals NHS Foundation Trust

Address

Ashford and St Peter's Hospitals NHS Foundation Trust

London Road

Ashford

TW15 3AA

Employer's website

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