Job summary
The successful candidate will need to undertake a range of duties including filing, collecting patient case notes, answering the phone, carrying out a variety of duties and supporting the team as necessary. We work in a busy and fast environment that requires a person who has the ability to adapt and work independently.
The post holder must have the ability to work as part of a team to ensure that all relevant communications are carried out in a timely and accurate manner. You would be expected to treat requests and inquiries from patients, carers and colleagues in a confidential and sensitive way, face to face and by telephone.
You must have a good standard of education, good organisational skills and the ability to work as part of the team.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
- To receive and direct visitors and relatives in a professional and courteous manner at all times.
- Answer the telephone, convey messages and deal with enquiries.
- Deal with enquiries from medical staff and the public.
- To inform nursing staff as patients arrive and ensure that patients case notes are available and complete.
- To input correction information and accurately use the Patient Administration System, including:
- Registration screen to check patient details are correct. To amend this when necessary and make sure that the PAS system corresponds with the patients case notes. To request ID sheets and labels.
- Medical Records Tracking screen to assist with the movement of patients case notes around the hospital.
- Search and Summary screen to look up patient appointment history.
- Use of the outpatient report screen to print off future clinic lists to obtain patient notes from the medical records department.
- Use of the waiting list entry screen to register a patient on the waiting list.
- Use of the outpatient appointment screen to make or arrive patients for clinics.
- To make sure correct information is given for outpatients appointments to be made.
About us
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and 'Proud to Lead' competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the "Disability Confident Employer" scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
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.
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.
Person Specification
Experience
Essential
- Experience within an office environment involving customer service.
- Experience of a wide range of both verbal and written communication styles.
- Experience of working in a busy/high pressure environment.
Desirable
- Ability to use a variety of computer databases.
- Previous medical records or hospital based clerical experience
SKILLS
Essential
- Able to meet tight deadlines and able to prioritise workload.
- Frequent and prolonged use of VDU's
- Frequent and prolonged use of telephones
- Excellent organisational skills, with the ability to demonstrate initiative in response to demands of the workload.
- Ability to multitask whilst working under pressure.
KNOWLEDGE
Essential
- Knowledge of Data Protection Act
- Awareness of Patient Confidentiality
Desirable
- Understanding the aims and objectives of the Modernisation Agenda.
- Awareness of local/National Waiting List Management/Cancer Targets Policy and knowledge of Waiting times.
PERSONAL QUALITIES
Essential
- Ability to work as part of a multi-disciplinary team.
- Ability to remain calm in stressful or distressing situations.
- Ability to empathise with patients and relatives who are undergoing treatment/receiving bad news in clinic.
- Ability to overcome language and communication barriers
- Ability to prioritise own workload
- Self motivated
OTHER RELEVANT REQUIREMENTS
Essential
- Able to work shift pattern between the hours of 9am & 6pm and some weekends.
- Ability to speak Welsh (Level 3)
Qualifications
Essential
- Good standard of education. Able to demonstrate English and Mathematics GCSE or equivalent.
- European Computer Driver Licence Qualification, working towards it or equivalent experience
Desirable
- Knowledge of PAS.
- Formal Qualifications in the use of word processing, spreadsheets and/or databases.
Person Specification
Experience
Essential
- Experience within an office environment involving customer service.
- Experience of a wide range of both verbal and written communication styles.
- Experience of working in a busy/high pressure environment.
Desirable
- Ability to use a variety of computer databases.
- Previous medical records or hospital based clerical experience
SKILLS
Essential
- Able to meet tight deadlines and able to prioritise workload.
- Frequent and prolonged use of VDU's
- Frequent and prolonged use of telephones
- Excellent organisational skills, with the ability to demonstrate initiative in response to demands of the workload.
- Ability to multitask whilst working under pressure.
KNOWLEDGE
Essential
- Knowledge of Data Protection Act
- Awareness of Patient Confidentiality
Desirable
- Understanding the aims and objectives of the Modernisation Agenda.
- Awareness of local/National Waiting List Management/Cancer Targets Policy and knowledge of Waiting times.
PERSONAL QUALITIES
Essential
- Ability to work as part of a multi-disciplinary team.
- Ability to remain calm in stressful or distressing situations.
- Ability to empathise with patients and relatives who are undergoing treatment/receiving bad news in clinic.
- Ability to overcome language and communication barriers
- Ability to prioritise own workload
- Self motivated
OTHER RELEVANT REQUIREMENTS
Essential
- Able to work shift pattern between the hours of 9am & 6pm and some weekends.
- Ability to speak Welsh (Level 3)
Qualifications
Essential
- Good standard of education. Able to demonstrate English and Mathematics GCSE or equivalent.
- European Computer Driver Licence Qualification, working towards it or equivalent experience
Desirable
- Knowledge of PAS.
- Formal Qualifications in the use of word processing, spreadsheets and/or databases.
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).
