X-Ray Receptionist, Radiology, WRH

Job description

Job responsibilities

Key Working Relationships:

Internal:

Radiologists, Radiographers, Sonographers, Worcestershire Acute Consultants and medical other health care professionals, Medical secretaries, ward clerks, patients and relatives.

External:

GP surgeries, patients Enquiries from other Hospitals outside the Trust.

Risk Assessment:

Working with display screen equipment for prolonged periods and some manual handling.

Job Purpose:

To provide administrative support and take a proactive role in prioritising the delivery of an effective and efficient Radiology service.

Responding to the changing demands of the service ensuring high professional standards at all times.

To work as a team member in implementing any improvements to the efficiency and quality of the service, and develop competencies in all areas, whilst also keeping up-to-date in their role and providing on-going support to colleagues.

To work as part of a team this provides a comprehensive administrative and clerical service within radiology.

Attend patients in at the reception, and liaise with staff in the department

Any undertake any other administration duties appropriate to role

Key Duties:

Responsible for the registration of patients who attend for examination, using the Radiology Information System (RIS) to check patient data is correct in accordance with department protocols, where necessary updating such information (including updating the Trust PAS),

Responsible for alerting clinical staff with regards to any patient alarms as indicated on RIS or advised by the patient or referrer.

Liaising with diagnostic rooms in cases of delays or sudden peaks in patient arrivals. Ascertaining the needs of patients and visitors and taking appropriate action, such as advising on waiting times and how to obtain results of examinations.

Ensuring that the post is open and distributed promptly

Checking for electronic requests (ICE) and added to the correct waiting or request list as per agreed departmental pathway. Checking for ward patients in particular and ensuring these are accepted promptly and flagged with the relevant clinical team. Clearing any orders in the deferred to ensure patients are seen promptly.

Checking for orders no site and amending as necessary following checks within OASIS where patient has attended.

Dealing with telephone and reception queries from patients, staff and General Practitioners. This may include advice regarding preparation for special examinations and taking details for cancellations and ensuring they are acted upon and RIS is updated accordingly.

Updating RIS system when notified of patients that have died and flagging any outstanding booked or waiting to be booked appointments. Contacting Health Records department to get OASIS updated if necessary.

Checking of SMS text messaging system and advising booking teams of any cancellations and to assist with cross county checking if necessary.

Taking contact telephone numbers for SMS reminders from patients who attend and asking GP walk-in patients if they are happy to participate and amending OASIS with details of contact numbers

Checking day lists retrospectively to ensure all examinations for U/S are reported and contacting the relevant sonographer/reporter to advise them to report and checking done. Contacting the Modality leads if there are issues.

Checking Batch Verify for outstanding unverified reports- Ignore any marked OH (other Hospital). Chasing the reporters to see if they are now able to verify.

IEP transfer of images to patient and legal requests (non complex) highlighting to PACS team of any complex requests.

Email rejections from vetting teams to referrers from generic email group.

Ensuring that the reception is staffed when required and informing the Office Manager of any problems.

Attend and contribute to staff meetings.

Appointments:

To make simple/non-complex appointments appropriate to their urgency/priority

To effectively liaise with other department managers and other multidisciplinary colleagues.

To ensure DNAs (non-attendances) letters are sent to referrer promptly via generic email after checking patient data and ensuring appointment letter has correctly been sent to the patient. Ensuring that any urgent (or 2ww) patient is offered another appointment and when doing so to contact the patient by phone to establish if the appointment is still required.

Change appointments (cancellations or re-scheduling) if requested and ensuring the CRIS system is updated detailing reason for amendment and ensuring that any electronic or paper diaries are also updated.

Referrals:

On receipt of referrals into the radiology department, ensuring that patient is already registered on the CRIS and looking for any duplicates. Letting the Office Managers know if any merging of records is needed.

To ensure all referral forms are date stamped when received into the department and data input of requests onto the CRIS system.

ICE (electronic orders to be taken and accepted as soon as they arrive and place to the waiting list or request list as per policy

General Responsibilities:

To ensure all documents for reception/appointments office are completed in a timely and efficiently manner and filed accurately.

To demonstrate a wide range of problem solving skills involving allocation and prioritising of work load.

To promote excellent working relations in order to deliver a high quality service.

Ensure that confidential waste is dealt with daily and appropriately.

At all times adopt a flexible, positive and energetic approach to work so that the Services of the Department of Radiology are promoted and sustained for the benefit of the referring clinician and patients.

To be familiar with and adhere to Trust and departmental policies and operational procedures

To keep up to date/trained with on new procedures and systems within the department and the Trust and ensure that all mandatory training is up to date. Requesting time to do the training when needed.

To cover the departments opening hours, lunch and breaks. Offering cover to other sites as and when needed and if able.

In the event of equipment breakdown e.g. Office equipment. Notify the relevant technical support of the fault and ensure colleagues of such an event are updated. Should persistent breakdown Office Manager to be informed.

To ensure a clean, tidy and safe environment in liaison with domestic services, and works and be responsible for the well-being of any personnel and visitors to the Department

To keep patients informed of any expected waiting periods and delays to appointment times on arrival at reception.

To participate in the departmental appraisal programme.

To undertake other duties as and when required due to changing demands of the service / department as instructed by the Office Manager.

Person Specification

Qualifications

Essential

• Educated to GCSE or equivalent to include Maths and English. Minimum of 3 GCSE or equivalent
• ECDL or excellent PC literacy including knowledge of all Windows packages
• Experience working in a busy Customer focused office/NHS clinic environment
• An effective and supportive team player Ability to prioritise and organise a changing workload and work systematically towards deadlines. Able to record data accurately.
• Able to deal with difficult people and to cope with confidential and sensitive information in a professional manner.
• Excellent communication skills
• Practical, resourceful and well-organised with a flexible attitude and approach to work and willing to cover staff absences countywide when required. Able to develop and maintain effective working relationships

Desirable

• NVQ level 2 in Customer care
• Experience within a Clinical Imaging Department or other clinical setting.
• Clean driving license and the use of own car insured for Business Mileage if asked to travel to other sites

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

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

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