Job summary
Previous applicants need not apply!
We are seeking a Part time hardworking, professional, motivated Senior Patient Pathway Imaging Secretary to join our very busy team.
You will be working 22.5hrs per week, ideally Wednesday, Thursday, Friday 9am - 5pm but may be able to be flexible.
You will be based in the Brunel Building working alongside a team of 10 Secretaries.
You will be required to provide an efficient high quality administrative secretarial service to consultants and managers as well as being responsible for overseeing the Imaging aspects of the patients' pathway.
You will need to demonstrate tact and sensitivity as you will be dealing directly with patients, primarily over the phone, therefore excellent communication skills are essential for this post.
This office is extremely busy and a 'can do attitude' is essential to ensure that you participate fully with the demands of the role, which will include shared tasks as well as managing your own workload
Advanced knowledge and proficiency in IT knowledge is essential and you must also have knowledge of Microsoft office packages.
Awareness of National Targets for Diagnostic Imaging and RTT's would be advantageous.
Knowledge of NBT systems such as CRIS, ICE and Lorenzo is desirable however in house training will be given.
You must possess NVQ 3, GCSE/A level (including English and Maths) equivalent or be able to demonstrate you have sound and relevant office experience
Main duties of the job
The Senior Patient Pathway Secretary is responsible for overseeing the Imaging aspects of the patient pathway, for Imaging procedures as well as providing secretarial support.
The key tasks involve managing day case and diagnostic waiting lists for Consultant Radiologists/Registrars performing day case and diagnostic examinations at North Bristol NHS Trust, in accordance with Government Access Targets and Trust's Patient Access Policy. Work with Consultant Radiologists and Modality Leads within department to resolve capacity issues, escalating any shortfalls to the Support Manager, Business Manager and Imaging Services Manager if required. Provide a high level of administration/secretarial support to consultants and senior managers.
Ensure efficient and effective use of available resources working in close liaison with colleagues, staff in other departments, GPs, patients and the general public.
Exercise initiative, independent judgment and decision making with situations arising ensuring an effective, high quality service.
The role requires good problem solving skills and the ability to prioritise work load.
Ensure that data is of a good quality by checking patient's demographics are correct in Lorenzo PAS (Patient Administration System) and CRIS (Computerised Radiology Information System) to ensure everything is in place to generate the appropriate income
About us
NBT Cares. It's a very simple statement; one which epitomises how everybody across our organisation goes the extra mile to ensure our patients get the best possible care.
NBT Cares is also an acronym, standing for caring, ambitious, respectful and supportive - our organisational values.
And our NBT Cares values are underpinned by our positive behaviours framework - a framework that provides clear guidance on how colleagues can work with one another in a constructive and supportive way.
Job description
Job responsibilities
Oversee the Imaging aspects of the patient pathway, for Imaging procedures as well as providing secretarial support.
Patient Pathway:
- Manage own workload
- Provide training and support to newly appointed admin staff.
- Provide a comprehensive service to the clinical team ensuring patients are admitted efficiently for investigative treatments, diagnostic procedures and day-case operations within national guidelines and in accordance with the trusts Patients Access Policy
- Ensure that new or follow-up appointments, for diagnostic appointments, interventional procedures and TCI dates are dealt with in a timely manner ensuring that patients are informed with reasonable notice, and that all relevant paper work is completed. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate CRIS and PAS
- Follow the correct processes to ensure that funding is available prior to booking Imaging appointments (i.e. Welsh Patient Funding).
- Process the relevant paperwork in line with the Overseas and Private Patients office.
- Ensure that valuable resources are utilised to maximum potential, including replacing short notice cancellations.
- Cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons
- Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate. Use effective listening/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
- Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.
- Communicate all changes to planned day case, intended procedure and/or diagnostic imaging
- Liaise with partner organisations to assist facilitate the treatment of patients. This includes liaising with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
Secretary Duties
- Provide comprehensive Secretarial support to Consultant Radiologists, Imaging Senior Managers and Modality Leads, including taking formal minutes, preparation for MDT meetings, typing correspondence.
- Participate in the Secretary of the Day rota, this will involve manning the phones and actioning various group emails i.e. Radiology GP Queries
- Implement and follow agreed pathways identifying unexpected and critical findings.
- Produce Consultant Radiologist Rotas and update relevant diaries, ensure that appropriate cover is available for all clinical sessions and circulate to the appropriate clinical, administration and management teams.
- Process Consultant Radiologists/registrars request for leave, record and maintain accurate records updating any relevant spreadsheets identify and action discrepancies
- When required participate in an efficient typing service to ensure Radiological reports are available in a timely manner and addendums are actioned i.e. Cancer Services, GPs
- Receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring any clinical reports and referrals are actioned accordingly.
- Keep regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
- Provide cover for colleagues across the Imaging Department during periods of planned annual leave and sickness.
- Participate in Photo coping, filing, faxing and other administrative duties to ensure the efficient running of the office
- Maintain stationary stock and process requests for the department.
- Undertake additional administrative tasks and responsibilities within the Imaging Department as required by the Support Manager
- Ability to participate in policy changes within the Imaging Department
- Ensure that patient confidentiality is maintained at all times.
- Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, taking appropriate account of patients rights and diversity and ensuring fair access to services.
- Ability to establish new working systems and patterns.
- The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job
Job description
Job responsibilities
Oversee the Imaging aspects of the patient pathway, for Imaging procedures as well as providing secretarial support.
Patient Pathway:
- Manage own workload
- Provide training and support to newly appointed admin staff.
- Provide a comprehensive service to the clinical team ensuring patients are admitted efficiently for investigative treatments, diagnostic procedures and day-case operations within national guidelines and in accordance with the trusts Patients Access Policy
- Ensure that new or follow-up appointments, for diagnostic appointments, interventional procedures and TCI dates are dealt with in a timely manner ensuring that patients are informed with reasonable notice, and that all relevant paper work is completed. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate CRIS and PAS
- Follow the correct processes to ensure that funding is available prior to booking Imaging appointments (i.e. Welsh Patient Funding).
- Process the relevant paperwork in line with the Overseas and Private Patients office.
- Ensure that valuable resources are utilised to maximum potential, including replacing short notice cancellations.
- Cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons
- Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate. Use effective listening/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
- Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.
- Communicate all changes to planned day case, intended procedure and/or diagnostic imaging
- Liaise with partner organisations to assist facilitate the treatment of patients. This includes liaising with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
Secretary Duties
- Provide comprehensive Secretarial support to Consultant Radiologists, Imaging Senior Managers and Modality Leads, including taking formal minutes, preparation for MDT meetings, typing correspondence.
- Participate in the Secretary of the Day rota, this will involve manning the phones and actioning various group emails i.e. Radiology GP Queries
- Implement and follow agreed pathways identifying unexpected and critical findings.
- Produce Consultant Radiologist Rotas and update relevant diaries, ensure that appropriate cover is available for all clinical sessions and circulate to the appropriate clinical, administration and management teams.
- Process Consultant Radiologists/registrars request for leave, record and maintain accurate records updating any relevant spreadsheets identify and action discrepancies
- When required participate in an efficient typing service to ensure Radiological reports are available in a timely manner and addendums are actioned i.e. Cancer Services, GPs
- Receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring any clinical reports and referrals are actioned accordingly.
- Keep regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
- Provide cover for colleagues across the Imaging Department during periods of planned annual leave and sickness.
- Participate in Photo coping, filing, faxing and other administrative duties to ensure the efficient running of the office
- Maintain stationary stock and process requests for the department.
- Undertake additional administrative tasks and responsibilities within the Imaging Department as required by the Support Manager
- Ability to participate in policy changes within the Imaging Department
- Ensure that patient confidentiality is maintained at all times.
- Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, taking appropriate account of patients rights and diversity and ensuring fair access to services.
- Ability to establish new working systems and patterns.
- The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job
Person Specification
Education/Training/Qualifications
Essential
- Educated to A level or equivalent or relevant experience
- Knowledge of IT systems including Microsoft word and outlook
Work Experience
Essential
- confident in communicating with a broad range of individuals
- Produce work of an accurate nature
- Experience of time management skills and prioritising work
Desirable
- Knowledge of Medical Terminology
Knowledge/Skills/Abilities
Essential
- Ability to work as part of a team
Desirable
- Understanding of RTT and diagnostic pathways
Personal Qualities
Essential
- Demonstrate ability to work on multiple tasks
- ability to work as part of team and manage own workload
- ability to follow protocols and procedures
Person Specification
Education/Training/Qualifications
Essential
- Educated to A level or equivalent or relevant experience
- Knowledge of IT systems including Microsoft word and outlook
Work Experience
Essential
- confident in communicating with a broad range of individuals
- Produce work of an accurate nature
- Experience of time management skills and prioritising work
Desirable
- Knowledge of Medical Terminology
Knowledge/Skills/Abilities
Essential
- Ability to work as part of a team
Desirable
- Understanding of RTT and diagnostic pathways
Personal Qualities
Essential
- Demonstrate ability to work on multiple tasks
- ability to work as part of team and manage own workload
- ability to follow protocols and procedures
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).
