Job summary
We have an exciting opportunity for a part-time/job share Clinic Coordinator working within the CHUGGS Clinic Management Group in the Oncology Department.
The team at the University Hospitals of Leicester NHS Trust is a busy and diverse working environment providing a high-quality service to patients and clinical staff with booking procedures. You will be part of a team of coordinators working to provide a seamless clinical booking service and you will need to have a flexible approach and a commitment to working as part of a team.
The successful candidate will need to be a good team player, able to use their initiative and prioritise their workload. to ensure tasks are completed in a timely manner. The ability to work to tight deadlines whilst dealing with frequently changing priorities is also essential.
The successful applicant will be enthusiastic, confident and self-motivated, enjoy working in a challenging, busy environment and will have experience of working in a busy customer focused environment.
Your work will mainly be telephone and IT based so you should have an excellent customer service background as well as good keyboard skills and proven working knowledge of Microsoft Office packages and HISS are essential.
If you are looking for a new challenge and would like to work in this busy, friendly environment then this is the role for you.
The post is offered at band 2 or 3 depending on experience.
Main duties of the job
To manage clinics from a clerical perspective, liaising with patients, carers and staff of all levels, including medical staff. To be responsible for the efficient administration of outpatient appointments. From initial referral to patient attendance and finally discharge from clinic. To work closely with team members including nursing, secretarial and medical staff.
To provide support and guidance to patients, carers, relatives and others making contact with the service. To prospectively manage theatre slot availability to ensure maximum efficiencies within the service to agreed scheduling ensuring procedures are booked in accordance with Local and National Guidelines in relation to Referral to Treatment
Meticulous attention to detail and organisation skills are necessary for this role, as are excellent communication skills and the ability to work effectively as part of a team as this post will require working closely with a wide range of staff including Consultants, Nursing staff and the Admin & Clerical team so the ability to build relationships is a key requirement.
Experience in HISS would also be desirable.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
The detailed job description and main responsibilities are included as an attachment to this advert.
Job description
Job responsibilities
- To receive and register all referrals on HISS within 24 hours and take responsibility for liaising with Consultants as to the urgency of appointment required.
- Be responsible for ensuring patients are put on to the relevant consultants / Nurse led waiting list and appropriate letters are sent out in keeping with Trust Policy
- To book from waiting list and arrange follow-up appointments as required by other hospitals, secretaries and wards
- To arrange new appointments on the HISS system in line with individual Consultant guidelines and agreed timescales
- To ensure all Local and National Standards are applied to referrals, RTT & National Cancer Wait times Targets, data quality checks, partial booking in accordance with UHL Patient Access and Data management Policy.
- To be responsible for the reduction or cancellation of outpatient clinics, liaising with medical staff in accordance with departmental guidelines
- Accurate RTT Management for deliverance of patient pathway.
- To be responsible for the receipt of all investigation results received in the department, collating these and bringing them to the attention of the medical staff in the manner specific by each Consultant
- To make up case notes for patients who are new to the university Hospitals of Leicester
- To be responsible for the preparation of case notes for Outpatient Clinics in line with consultant guidelines and departmental procedures
- Ensure accurate and timely process of clinical and administrative correspondence (forms, clinic letters) from the consultants and medical staff teams
- Any administrative duties as deemed necessary to support the patient journey including booking appointments and preparation of medical records
- To provide a reception service to the patients on clinic utilising the HISS system to document their arrival / Record patient clinic outcome at the end of their consultation and book any follow-up appointments and arrange investigations for patients
Job description
Job responsibilities
- To receive and register all referrals on HISS within 24 hours and take responsibility for liaising with Consultants as to the urgency of appointment required.
- Be responsible for ensuring patients are put on to the relevant consultants / Nurse led waiting list and appropriate letters are sent out in keeping with Trust Policy
- To book from waiting list and arrange follow-up appointments as required by other hospitals, secretaries and wards
- To arrange new appointments on the HISS system in line with individual Consultant guidelines and agreed timescales
- To ensure all Local and National Standards are applied to referrals, RTT & National Cancer Wait times Targets, data quality checks, partial booking in accordance with UHL Patient Access and Data management Policy.
- To be responsible for the reduction or cancellation of outpatient clinics, liaising with medical staff in accordance with departmental guidelines
- Accurate RTT Management for deliverance of patient pathway.
- To be responsible for the receipt of all investigation results received in the department, collating these and bringing them to the attention of the medical staff in the manner specific by each Consultant
- To make up case notes for patients who are new to the university Hospitals of Leicester
- To be responsible for the preparation of case notes for Outpatient Clinics in line with consultant guidelines and departmental procedures
- Ensure accurate and timely process of clinical and administrative correspondence (forms, clinic letters) from the consultants and medical staff teams
- Any administrative duties as deemed necessary to support the patient journey including booking appointments and preparation of medical records
- To provide a reception service to the patients on clinic utilising the HISS system to document their arrival / Record patient clinic outcome at the end of their consultation and book any follow-up appointments and arrange investigations for patients
Person Specification
Education & Training
Essential
- GCSE or equivalent in Maths & English
Desirable
- NHS standards and procedures
Experience
Essential
- Previous clerical/administrative experience
Desirable
- HISS/Patient centre experience
- DIT3 Experience
Communication & Relationship
Essential
- Effective Communication skills at all levels
- Ability to work on own initiative and as part of a wider team
Desirable
- Data quality skills and demonstration of attention to detail
Planning & Organisational skills
Essential
- Excellent organisational planning skills with ability to priortise workloads
Desirable
- Ability to plan patient care in line with prescribed pathways and timeframes
Adherence to Trust Values
Essential
- Able to demonstrate behaviours consistent with the Trust values
Person Specification
Education & Training
Essential
- GCSE or equivalent in Maths & English
Desirable
- NHS standards and procedures
Experience
Essential
- Previous clerical/administrative experience
Desirable
- HISS/Patient centre experience
- DIT3 Experience
Communication & Relationship
Essential
- Effective Communication skills at all levels
- Ability to work on own initiative and as part of a wider team
Desirable
- Data quality skills and demonstration of attention to detail
Planning & Organisational skills
Essential
- Excellent organisational planning skills with ability to priortise workloads
Desirable
- Ability to plan patient care in line with prescribed pathways and timeframes
Adherence to Trust Values
Essential
- Able to demonstrate behaviours consistent with the Trust values
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).
