Job summary
The post holder as part of the template team provides extensive specialist knowledge and expertise to ensure that the correct data is collated from the CCS (Clinic Change System) App in order to be able to build on the DCW (Data Collection Workbook) and EPR (Electronic Patient Record)
The post holder must undertake DBA training and successfully pass the course.
They are responsible for the management and prioritization of building complex clinic templates and changes within EPR. The post holder must ensure all clinic build/ change requests are actioned in accordance to the given timescales whilst adhering to CHFT policies and standard operating procedures.
The post holder will ensure that good communications are maintained across the service directly dealing with stakeholders via telephone, email and the CSS App in a prompt and professional manner.
The post holder will be required to work under their own initiative but also as part of a team to ensure the smooth running of the outpatient clinics.
Main duties of the job
The post holder as part of the template team provides extensive specialist knowledge and expertise to ensure that the correct data is collated from the CSS App in order to be able to build on the DCW (Data Collection Workbook) and EPR (Electronic Patient Record)
The post holder must undertake DBA training (5 Days) and successfully pass the national exam.
They are responsible for the management and prioritization of building complex clinic templates and changes within EPR. The post holder must ensure all clinic build/ change requests are actioned in accordance to the given timescales whilst adhering to CHFT policies and standard operating procedures.
The post holder will ensure that good communications are maintained across the service directly dealing with stakeholders via telephone, email and the CSS App in a prompt and professional manner.
The post holder will be required to work under their own initiative but also as part of a team to ensure the smooth running of the outpatient clinics.
About us
The Appointment Centre is part of the Outpatient Directorate, responsible for ensuring Outpatient appointments are booked correctly, safely and efficiently ensuring we can put the patients first and help deliver effective healthcare in a timely manner.
A busy department which consists of a diverse workforce and different teams, supporting and developing our staff to help us achieve our goals whilst supporting them to achieve their potential.
Our phone team is our patient interaction, often the first port of call for many patients as they come into CHFT>
Our bookings team book for 25+ different specialties in a priority manner to ensure patients are seen in the correct clinics as quick as possible.
Our template team are responsible for managing, creating and editing the computer clinics to ensure we see as many patients possible and all patients have the correct timeframes for their appointments.
Job description
Job responsibilities
- To ensure the DCW is continually updated and correct at all times
- To respond to template build requests and changes from division / stakeholders in a timely and accurate manner
- Liaising with divisions to advise or seek clarification of template requests
- To respond to clinic cancellation requests promptly to ensure that clinics are closed and removed from EPR
- Communicate directly with patients in a sensitive and compassionate manner regarding cancellations and changes to outpatient appointments
- Provide training for new and existing staff on the current EPR system, E-Referral system and ensure that standard operating procedures for all processes are current and up to date
- To continually monitor data quality and highlight any training needs to the template team leader
- To be responsible for updating the CCS app to ensure that data extracts are correct for reports
- To maintain good communication and working relationships with other stakeholders in the trust such as the EPR back-room team and divisions to ensure a streamlined approach to clinic builds
- To assist other teams within the appointment centre when needed
- The post holder will be required to work under their own initiative but also as part of a team to allocate the workload to ensure completion and the smooth running of outpatient clinics
- The post holder requires excellent keyboard skills and attention to detail with prolonged periods of concentration
- Takes own responsibility for safe working practices within the department
- Ensuring work areas and surfaces remain clean following trust IPC guidelines
- This job description is intended as an outline of the duties of the post; its is not exhaustive and is subject to change following discussions with the post holder
Job description
Job responsibilities
- To ensure the DCW is continually updated and correct at all times
- To respond to template build requests and changes from division / stakeholders in a timely and accurate manner
- Liaising with divisions to advise or seek clarification of template requests
- To respond to clinic cancellation requests promptly to ensure that clinics are closed and removed from EPR
- Communicate directly with patients in a sensitive and compassionate manner regarding cancellations and changes to outpatient appointments
- Provide training for new and existing staff on the current EPR system, E-Referral system and ensure that standard operating procedures for all processes are current and up to date
- To continually monitor data quality and highlight any training needs to the template team leader
- To be responsible for updating the CCS app to ensure that data extracts are correct for reports
- To maintain good communication and working relationships with other stakeholders in the trust such as the EPR back-room team and divisions to ensure a streamlined approach to clinic builds
- To assist other teams within the appointment centre when needed
- The post holder will be required to work under their own initiative but also as part of a team to allocate the workload to ensure completion and the smooth running of outpatient clinics
- The post holder requires excellent keyboard skills and attention to detail with prolonged periods of concentration
- Takes own responsibility for safe working practices within the department
- Ensuring work areas and surfaces remain clean following trust IPC guidelines
- This job description is intended as an outline of the duties of the post; its is not exhaustive and is subject to change following discussions with the post holder
Person Specification
Qualifications
Essential
- Qualifications GCSE Qualifications Maths and English A-C
- NVQ Levels 3 / ECDEL or equivalent experience
Desirable
- Microsoft Office package, including excel
Practical/Intellectual Skills/Personal Qualities
Essential
- Working with Confidential Information
- Able to work quickly and accurately for long periods of time in a quiet environment
- Able to manage own time effectively to meet departmental objectives
- Ability to demonstrate excellent communication and organisational skills
- Working with documented procedures
- Knowledge of NHS systems, EPR, eRS, Appointment Booking
- Evidence of recent self-development
- Ability to prioritize workload and meet deadlines
- Excellent attention to detail
Desirable
- Previous demonstrable experience of EPR
- Excellent keyboard skills
- Knowledge of local Patient Access Policy and 18 week RTT pathway
- Successfully completed the DBA training and exam
- Relevant experience within an Administrative setting
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Ability to treat others with sensitivity whilst dealing with stressful and challenging situations
- Dealing with enquiries via telephone or face to face
Desirable
- Demonstrate previous leadership skills
Person Specification
Qualifications
Essential
- Qualifications GCSE Qualifications Maths and English A-C
- NVQ Levels 3 / ECDEL or equivalent experience
Desirable
- Microsoft Office package, including excel
Practical/Intellectual Skills/Personal Qualities
Essential
- Working with Confidential Information
- Able to work quickly and accurately for long periods of time in a quiet environment
- Able to manage own time effectively to meet departmental objectives
- Ability to demonstrate excellent communication and organisational skills
- Working with documented procedures
- Knowledge of NHS systems, EPR, eRS, Appointment Booking
- Evidence of recent self-development
- Ability to prioritize workload and meet deadlines
- Excellent attention to detail
Desirable
- Previous demonstrable experience of EPR
- Excellent keyboard skills
- Knowledge of local Patient Access Policy and 18 week RTT pathway
- Successfully completed the DBA training and exam
- Relevant experience within an Administrative setting
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Ability to treat others with sensitivity whilst dealing with stressful and challenging situations
- Dealing with enquiries via telephone or face to face
Desirable
- Demonstrate previous leadership skills
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.
