Job summary
We have an exciting opportunity for a 12 Month Secondment and full/part time Clinic Coordinator to join the RRCV Clinical Management Team working in Respiratory.
We are looking for an enthusiastic and motivated individual to assist with the out-patient clinics for a number of consultants and for all administrative tasks from referral to discharge. Team working is most important in this role but you will also be required to work independently on occasions.
Respiratory Medicine & Allergy are busy services and are some of the largest users of outpatients clinic space at the Glenfield Hospital site. We are a team that strive to provide the highest quality of patient care which is made possible by the hard work of our admin team working alongside amazing and dedicated nursing & clinical teams to run our clinics.
Respiratory Medicine is made up of general respiratory clinics as well as several specialized clinics such as severe asthma, COPD, ILD, PCD to name a few.
Experience in HISS Patient System would also be desirable but not essential as we will provide training for this.If you are a highly organized person who would love a challenge and likes to keep busy then this is the job for you.
You will be providing a reception service for the out-patient clinics which includes prepping and sitting clinics so experience in customer service along with excellent communication skills will be essential for this role.
Previous candidates need not apply.
Main duties of the job
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The post holder will be responsible for ensuring the effective
day to day administration and co-ordination of clerical procedures concerning outpatient clinics and in the Division in line with National Policy and locally agreed guidelines.
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Specifically, the post holder will ensure that departmental systems and Division wide working practices involving the management of outpatient keep pace with organisational development activities.
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To establish good communication skills and collaborative working with immediate colleagues, Consultants, Medical Secretaries and Support Teams.
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To work closely with Operational and Service Managers to address and resolve any issues.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030). We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities. Our strategy is underpinned by newvaluesand we will work to ensure they are an everyday reality for all: - we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve. About the University Hospitals of Leicester NHS Trust: http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
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Detail the main working relationships that the post holder will be required to develop.
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To establish good communication skills and collaborative working with immediate colleagues, Consultants, Medical Secretaries and Support Teams.
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To work closely with Administration Manager to address and resolve any issues.
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OutpatientClinic Co-ordination
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To locate all patient records and prepare them for the clinic in line with Directorate Guidelines ensuring appropriate patient correspondence is present.
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Prepare a pulling list from the HISS system at least 2 weeks in advance and inform the Imaging department of all x-rays that need to be requested.
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Ensure that all other tests and investigations are present in the hospital notes prior to the patients appointment.
Search and request all missing notes in line with Division Guidelines.
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Request any foreign notes well in advance of the patients appointment date.
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Liaise with wards and medical secretaries in connection with changes to appointments or reduction of clinics.
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Responsible for queries and enquiries regarding appointments.
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To offer a reception service to the patients on clinic utilising the HISS system to document their arrival and their outcome at the end of their consultation.
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Ensure accurate patient demographic information is sought at the clinic appointment and that both the hospital notes and HISS system are updated accordingly.
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To ensure that HRG sheets are completed with correct procedure codes.
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To deal efficiently diagnostic test request forms.
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To be responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems, including RTT.
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To ensure that case note tracking is complete and accurate.
In-Patient Administration
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To ensure accurate communication and information is achieved between the Bed Bureau, Wards and In-patient administrator.
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To be responsible for admitting, transferring and discharging of patients on CDU and the medical wards.
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To run off and ensure accurate bed states are maintained. This must be by names and not total numbers.
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To ensure correct admission codes, consultant names and destination on discharge information is entered onto the HISS system.
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To ensure case notes are either made up, old notes located or missing notes requested and all forwarded to their relevant destinations in a timely manner.
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To ensure that all investigation results are signed by a member of the medical staff before filing in case notes.
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To follow up any investigations and results not received to prevent unnecessary delays to patients.
please see job description/person specification for full details on the role.
Job description
Job responsibilities
-
Detail the main working relationships that the post holder will be required to develop.
-
To establish good communication skills and collaborative working with immediate colleagues, Consultants, Medical Secretaries and Support Teams.
-
To work closely with Administration Manager to address and resolve any issues.
-
OutpatientClinic Co-ordination
-
To locate all patient records and prepare them for the clinic in line with Directorate Guidelines ensuring appropriate patient correspondence is present.
-
Prepare a pulling list from the HISS system at least 2 weeks in advance and inform the Imaging department of all x-rays that need to be requested.
-
Ensure that all other tests and investigations are present in the hospital notes prior to the patients appointment.
Search and request all missing notes in line with Division Guidelines.
-
Request any foreign notes well in advance of the patients appointment date.
-
Liaise with wards and medical secretaries in connection with changes to appointments or reduction of clinics.
-
Responsible for queries and enquiries regarding appointments.
-
To offer a reception service to the patients on clinic utilising the HISS system to document their arrival and their outcome at the end of their consultation.
-
Ensure accurate patient demographic information is sought at the clinic appointment and that both the hospital notes and HISS system are updated accordingly.
-
To ensure that HRG sheets are completed with correct procedure codes.
-
To deal efficiently diagnostic test request forms.
-
To be responsible for the timeliness, accuracy and integrity of the data which is recorded on paper and electronic systems, including RTT.
-
To ensure that case note tracking is complete and accurate.
In-Patient Administration
-
To ensure accurate communication and information is achieved between the Bed Bureau, Wards and In-patient administrator.
-
To be responsible for admitting, transferring and discharging of patients on CDU and the medical wards.
-
To run off and ensure accurate bed states are maintained. This must be by names and not total numbers.
-
To ensure correct admission codes, consultant names and destination on discharge information is entered onto the HISS system.
-
To ensure case notes are either made up, old notes located or missing notes requested and all forwarded to their relevant destinations in a timely manner.
-
To ensure that all investigation results are signed by a member of the medical staff before filing in case notes.
-
To follow up any investigations and results not received to prevent unnecessary delays to patients.
please see job description/person specification for full details on the role.
Person Specification
Trust Values
Essential
- Able to demonstrate behaviours consistent with the Trust Values
Training & Qualifications
Essential
- Educated to GCSE maths and english
Desirable
Experience
Essential
- Previous experience in an administrative/ clerical role
Desirable
- Experience in working within the NHS
- Experience of HISS
Communication
Essential
- Excellent Customer Care Skills
Desirable
- Previous Reception experience
Planning and Organisation
Essential
- Ability to work on own initiative and manage own workload
Person Specification
Trust Values
Essential
- Able to demonstrate behaviours consistent with the Trust Values
Training & Qualifications
Essential
- Educated to GCSE maths and english
Desirable
Experience
Essential
- Previous experience in an administrative/ clerical role
Desirable
- Experience in working within the NHS
- Experience of HISS
Communication
Essential
- Excellent Customer Care Skills
Desirable
- Previous Reception experience
Planning and Organisation
Essential
- Ability to work on own initiative and manage own workload
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).
