Job summary
The East Midlands Planned Care Centre (EMPCC) is a vibrant new Elective CareHub openingDecember 2024. EMPCC will provide a Multi- professional approach providing the right care in rightplaceby a skilledand expertteam. The University Hospitals of Leicester are leading the way in healthcare and transforming the way we work to reduce waiting times, improve patient care and staff experience.
The EMPCC will focus on the provision of high volume, low complexity care across a range ofspecialities, promising increased access to healthcare services improving overall experience, increased staff well-being,training and development opportunities, as a well as a chance to work with the latest equipment and techniques.
We are excited to start recruiting to a range of supporting roles, including a central administration team,and we would encourage anyone looking for a new challenge, wanting to work in a dynamic team, in brand new, state of the art facilities to embrace this exciting opportunity.
We require a dedicated and enthusiastic workforce committed to leading the way in innovative healthcare. We are assembling a highly motivated team of the very best professionals. If you have got the right expertise, passion and personalitywithambitionto workdifferently to transform elective carewe welcome your application
Main duties of the job
The post holder in conjunction with their team will be responsible for the administration and co-ordination of a patients pathway, from receipt of referral through to outpatient clinics.
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 new values and 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
The post holder will be responsible for by making sure all relevant paperwork, medical notes and letters are available for patient appointments.
Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notes at the patient appointment.
Adhere to the appropriate guidelines for the overbooking of clinics.
Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
Deal with queries and enquiries regarding appointments.
Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales.
Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly, to ensure an accurate patient record.
Monitor appointment waiting times, ensuring that patients are informed of any delays.
To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently.
To be responsible for the timeliness, accuracy and integrity of the data recorded on paper and electronic systems.
To be responsible for scanning and uploading documents produced during appointments to electronic systems.
Input/transfer case note data onto the relevant IT system to ensure that case note tracking is complete, accurate and up to date.
Update the relevant IT system with any suspensions, cancellations and DNAs ensuring any required actions are completed in line with CMG and Trust-wide policies.
Ensure that all investigation results are signed by a member of the medical staff before filing in case notes.
Ensure that all case notes and patient records are maintained in good condition, thus preventing the loss, or misplacing, of patient information.
Follow up any investigations and results not received to prevent unnecessary delays to patients.
Validate patient information on an ongoing basis to ensure an accurate patient record is maintained.
Job description
Job responsibilities
The post holder will be responsible for by making sure all relevant paperwork, medical notes and letters are available for patient appointments.
Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notes at the patient appointment.
Adhere to the appropriate guidelines for the overbooking of clinics.
Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
Deal with queries and enquiries regarding appointments.
Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales.
Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly, to ensure an accurate patient record.
Monitor appointment waiting times, ensuring that patients are informed of any delays.
To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently.
To be responsible for the timeliness, accuracy and integrity of the data recorded on paper and electronic systems.
To be responsible for scanning and uploading documents produced during appointments to electronic systems.
Input/transfer case note data onto the relevant IT system to ensure that case note tracking is complete, accurate and up to date.
Update the relevant IT system with any suspensions, cancellations and DNAs ensuring any required actions are completed in line with CMG and Trust-wide policies.
Ensure that all investigation results are signed by a member of the medical staff before filing in case notes.
Ensure that all case notes and patient records are maintained in good condition, thus preventing the loss, or misplacing, of patient information.
Follow up any investigations and results not received to prevent unnecessary delays to patients.
Validate patient information on an ongoing basis to ensure an accurate patient record is maintained.
Person Specification
Training & Qualifications
Essential
- Educated to secondary school level
- GCSEs in English and Maths or equivalent, ie NVQ
Experience
Essential
- Minimum of 6 months in an administrative or clerical role
- Previous experience working in a patient or customer care environment
- Keyboard skills
- Awareness of national policy concerning patient care and developments within the Trust
- Data protection and confidentiality
Desirable
- Knowledge of HIS or patient administrative systems
- Knowledge of hospital department clerical procedures
- Previous clinic coordinator experience
Communication and Relationship Skills
Essential
- Effective team Worker, Flexible, Good verbal and written communication skills, deals with situations with tact and diplomacy, able to deal with personal information with sensitivity, always respecting privacy and dignity, able to deal with enquiries where there maybe barriers to understanding, ensures professional behaviour and integrity at all times
Skills
Essential
- Data protection and confidentiality
- Adheres to policies and procedures
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment and understanding the importance of treating all individuals with dignity and respect appropriate to individual needs appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Analytical and Judgement Skills
Essential
- Able to solve problems and take preventative actions, referring to others where appropriate
Planning and Organisation Skills
Essential
- Sound organisation skills - able to work under pressure and prioritise work. Able to meet deadlines. Able to use own initiative.
Person Specification
Training & Qualifications
Essential
- Educated to secondary school level
- GCSEs in English and Maths or equivalent, ie NVQ
Experience
Essential
- Minimum of 6 months in an administrative or clerical role
- Previous experience working in a patient or customer care environment
- Keyboard skills
- Awareness of national policy concerning patient care and developments within the Trust
- Data protection and confidentiality
Desirable
- Knowledge of HIS or patient administrative systems
- Knowledge of hospital department clerical procedures
- Previous clinic coordinator experience
Communication and Relationship Skills
Essential
- Effective team Worker, Flexible, Good verbal and written communication skills, deals with situations with tact and diplomacy, able to deal with personal information with sensitivity, always respecting privacy and dignity, able to deal with enquiries where there maybe barriers to understanding, ensures professional behaviour and integrity at all times
Skills
Essential
- Data protection and confidentiality
- Adheres to policies and procedures
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment and understanding the importance of treating all individuals with dignity and respect appropriate to individual needs appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Analytical and Judgement Skills
Essential
- Able to solve problems and take preventative actions, referring to others where appropriate
Planning and Organisation Skills
Essential
- Sound organisation skills - able to work under pressure and prioritise work. Able to meet deadlines. Able to use own initiative.
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).
