Job summary
To provide a comprehensive, courteous and efficient reception service to patients and perform to a high standard the clerical duties associated with the co-ordination of Outpatient Clinics for members of the Clinical Team.To fulfil the Clinic Co-Ordinator role for a named clinic or clinics on a regular basis, and to oversee all aspects of the preparation and delivery of the clinic.
Main duties of the job
To provide a comprehensive, courteous and efficient reception service to patients and perform to a high standard the clerical duties associated with the co-ordination of Outpatient Clinics for members of the Clinical Team.To fulfil the Clinic Co-Ordinator role for a named clinic or clinics on a regular basis, and to oversee all aspects of the preparation and delivery of the clinic.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.
Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac
- To prepare outpatient clinics and folders, trace medical/dental records as necessary and to ensure, through the critical examination of individual patient medical records, that all investigations and test results are sought and are present on patients record prior to the clinic.2. To arrange follow up/recall appointments as necessary.3. To attend clinical meetings with medical and nursing staff as directed.4. To deal with telephone enquiries as appropriate.5. To undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Master Index where necessary and dealing with general enquiries.6. To administer non-clinic attendances and outpatient procedures as per local procedures manual.7. To manage outpatient procedures as per local procedures manual.8. To add patients to appropriate waiting lists, to monitor these on a regular basis and to highlight to the patient access facilitator any discrepancies in achieving and maintaining the WAG performance targets9. To liaise with other departments/offices as necessary, e.g. Appointments Helpline, New Appointments Office, Emergency Unit.10. To ensure that, through liaison with the Clinicians (Consultant or lead nurse) that where clinics are blocked and/or cancelled that patients are re-assigned to future clinics within the agreed booking rules and parameters.11. To maintain confidentiality of information (which may include information regarding patients, staff, family and friends) at all times.
- 12. To arrange transport of those follow up patients who require it, liaising with Ambulance Office where appropriate.13. To cover other clinics within the department and prepare outreach clinics as appropriate.14. To deal with patients complaints and concerns with tact, diplomacy and empathy in line with the Health Board and local procedures.15. To take action on Did Not Attends (DNAs) as directed by the clinicians and Health Board policy.16. To be responsible for overbooking clinics in line with local procedures.17. To deal with outpatient telephone calls.18. To enter on PMS non-clinic attendances (e.g. colposcopy).19. To complete statistical returns relating to patients and patient questionnaires as required.20. To appoint new patients as necessary.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac
- To prepare outpatient clinics and folders, trace medical/dental records as necessary and to ensure, through the critical examination of individual patient medical records, that all investigations and test results are sought and are present on patients record prior to the clinic.2. To arrange follow up/recall appointments as necessary.3. To attend clinical meetings with medical and nursing staff as directed.4. To deal with telephone enquiries as appropriate.5. To undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Master Index where necessary and dealing with general enquiries.6. To administer non-clinic attendances and outpatient procedures as per local procedures manual.7. To manage outpatient procedures as per local procedures manual.8. To add patients to appropriate waiting lists, to monitor these on a regular basis and to highlight to the patient access facilitator any discrepancies in achieving and maintaining the WAG performance targets9. To liaise with other departments/offices as necessary, e.g. Appointments Helpline, New Appointments Office, Emergency Unit.10. To ensure that, through liaison with the Clinicians (Consultant or lead nurse) that where clinics are blocked and/or cancelled that patients are re-assigned to future clinics within the agreed booking rules and parameters.11. To maintain confidentiality of information (which may include information regarding patients, staff, family and friends) at all times.
- 12. To arrange transport of those follow up patients who require it, liaising with Ambulance Office where appropriate.13. To cover other clinics within the department and prepare outreach clinics as appropriate.14. To deal with patients complaints and concerns with tact, diplomacy and empathy in line with the Health Board and local procedures.15. To take action on Did Not Attends (DNAs) as directed by the clinicians and Health Board policy.16. To be responsible for overbooking clinics in line with local procedures.17. To deal with outpatient telephone calls.18. To enter on PMS non-clinic attendances (e.g. colposcopy).19. To complete statistical returns relating to patients and patient questionnaires as required.20. To appoint new patients as necessary.
Person Specification
Qualifications
Essential
- Good standard of Education
Experience
Essential
- Experience of working within a patient focussed environment
- Experience of working with Health Records
- Experience of working within a team
Personal Qualities
Essential
- Ability to remain calm under pressure
- Flexible approach to work
- Positive attitude
- Enthusiastic and reliable
Skills
Essential
- Problem solving skills
- Excellent communication skills
- Ability to prioritise workload of self and others
- Works well in a team
- Knowledge of Microsoft office
Person Specification
Qualifications
Essential
- Good standard of Education
Experience
Essential
- Experience of working within a patient focussed environment
- Experience of working with Health Records
- Experience of working within a team
Personal Qualities
Essential
- Ability to remain calm under pressure
- Flexible approach to work
- Positive attitude
- Enthusiastic and reliable
Skills
Essential
- Problem solving skills
- Excellent communication skills
- Ability to prioritise workload of self and others
- Works well in a team
- Knowledge of Microsoft office
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).
