Radiology Administration Coordinator

Job description

Job responsibilities

The post holder will work under the supervision of the Deputy Admin Manager to provide efficient administrative services to the imaging department. The post holder will follow standard departmental administrative procedures and be involved in the review and development of these as required. The post holder will provide operational day to day supervision and training to band 2 clerical staff.

Daily supervision of the processing of Radiology Request Forms in terms of data input into the Radiology Information System including scanning Radiology Request forms.

Ensure that the correct registration and updating of patient details on the Radiology Information System and the Hospital Patient Administration System are maintained and adhered to.

To train new members of staff the core working knowledge of the Radiology Department and be the first line of contact for any queries.

To ensure that clerical staff have working knowledge of how to access other IT systems used within Radiology i.e. PACS and WDS and provide training as necessary.

Ensure band 2 staff are familiar with the Radiologists rota throughout the week including duty radiologist.

Supervise the collection and distribution of plain film request forms and sort by referral source prior to Radiologist reporting ensuring that all plain film reporting sessions are utilized appropriately.

Ensure that on receipt of an Urgent Suspected Cancer (USC) request form staff check the Tracker 7 system to see if the patient is on the USC pathway.

Print off and forwarding authorised radiological reports to referring clinicians or teams as required.

Receiving inpatients, outpatients and carers at reception and directing them to the appropriate sub waiting area for their examination. Inform sub departments of patients arrival.

Supervising on a daily basis the repatriation of patients examinations is completed on the Radiology Information System as per Departmental policy.

Responsible for logging IT and/or Estate faults as directed by Radiographic staff.

Supervise and direct the opening of incoming mail and forwarding to relevant department. Sort outgoing mail into appropriate bundles ensuring that 1st class is labeled correctly.

Ensuring radiology requests for special investigations are allocated to the correct sub department.

To inform other departments as instructed by radiographic staff of pre procedural requirements or appointments.

Supervising that all radiological reports are forwarded to consultants and GP surgeries as requested via e-mail, fax or post.

Supervising the booking of examinations appointed for patients using set clinic templates and informing them by letter or telephone. This may require direct patient contact to confirm these arrangements. This may require rescheduling appointments as required ensuring best utilization of service. Liaise with wards to book inpatient appointments as instructed by radiographers.

Communicate booked lists with other departments as arranged by radiographic staff e.g. names of patients booked on set lists.

Arrange ambulance transport as required.

Supervise and delegate the Collation of information as instructed by Radiographers or Radiologists to support departmental audit/trials.

Identify patients previous radiology history and ensure relevant images are available where necessary for consultant radiologist review as necessary.

Send information/protocols and medical preparation as appropriate to patients, clinicians, wards and GPs in line with departmental policy.

Investigate and resolve verbal enquires received from patients and relatives regarding appointment wait times or cancellations.

Assist where appropriate in the formal investigation of written complaints and incidents reported.

Send electronic images to other hospitals via IT links (Intra Wales Transfers only).

To assist the PACS Manager where Image Exchange Portal image transfer is requested.

Produce CDs of patient images for transfer to other hospitals for treatment.

Request and return medical notes as instructed by radiology or radiography staff.

Ensure that where appropriate the Private Patient officer is advised of forthcoming examinations by populating a formatted excel spreadsheet.

Where appropriate responding to telephone calls from to patients with disabilities using an interpretation service.

Taking routine telephone enquiries from clinicians, patients, wards, surgeries and other hospitals and responding to these appropriately.

Supervise the accurate filing of x-ray packets by hospital number and alphabetically. Provide X-ray packets when needed for clinics and other hospitals etc.

Maintaining an accurate film tracking/attendance record of x-rays.

View only access to Radiology Sharepoint system.

Print off Radiology request forms as instructed for examinations within ABM.

Request x-rays via FAX or telephone from off-site storage company.

To comply with all aspects of confidentiality including Data Protection Act.

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.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Person Specification

Qualifications & Knowledge

Essential

• A Levels or equivalent
• Numeracy and literacy skills.
• ILM management level 3 qualification or equivalent operational experience
• Radiology specific competency - understanding of the patient requirements and associated examinations
• An understanding of service provisions. Knowledge of the data Protection Act To participate in Mandatory Health Board training including, Fire, Violence and Aggression, Manual Handling & Major Incident Training

Desirable

• ECDL
• Knowledge of specialist waiting times and cancer targets
• Knowledge of Microsoft word.
• Manual Handling
• Inanimate load

Experience

Essential

• Previous clerical experience is essential in a healthcare environment
• Experience using Patient Information Systems.
• Managing and supervising of other staff
• Managing non routine queries

Desirable

• Good communication and customer care skills in healthcare environment

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Swansea Bay University Health Board

Address

Morriston Hospital

Heol Maes Eglwys

Swansea

SA6 6NL

Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)