Job summary
Eastwood Community Endoscopy Centre are looking for a dynamic hard working individual to join our experienced and efficient Administrative team Monday - Saturday (pro rata)
The role of the endoscopy administrator is to provide support for the Endoscopy Centre, carrying out administrative duties and providing a patient focused booked admissions service, including procedures such as Gastroscopy, Colonoscopy and Flexible Sigmoidoscopy. You may be required to cover reception on a rotational basis.
Main duties of the job
1. Negotiate patient appointments to attend for an endoscopy procedure using agreed protocols, via face to face contact, telephone or letter including any changes to pre-planned appointments.
2. Send appropriate conformation letters to the patient including any relevant information and prep.
3. Ensure that all relevant patient information is recorded on the Endoscopy Centre IT system and updated accordingly.
4. To be a point of contact within the endoscopy centre for booking enquiries from patients, staff and primary care.
5. To provide non-clinical advice regarding endoscopic procedures as per individual requirements and to seek further information from Consultant Endoscopists or qualified members of staff.
6. Support admin and reception staff by liaising with Consultants regarding their individual endoscopy lists, procedure criteria and book patients as requested for specific appointments including complex instructions and informing relevant personnel if any changes occur.
*For the full breakdown of responsibilities please see the Job Description*
About us
Eastwood Endoscopy Centre is an independent community diagnostic centre which provides diagnostic gastrointestinal endoscopy and haemorrhoid treatment to the local community under the NHS Standard Contract (AQP) for Community Diagnostic Endoscopy and covers 4 Clinical Commissioning Groups (CCGs/ICB).
Our aim is to provide accessible, quality healthcare to our local population in concordance with our philosophy and vision:
We Take Time To Care
We are a team committed to providing non-judgemental, confidential, high quality and compassionate patient centred care.
We listen to our patients and treat them with dignity and respect in a professional, empathic and understanding manner.
We actively promote health and well-being always acting in the patients best interest ensuring their safety and wellbeing in our care.
We believe in nurturing a culture of honesty and transparency in all aspects of our service.
We provide a safe working environment for our staff facilitating their needs and empowering them to be able to work as a team to deliver a high quality service whilst listening to the needs of our patients
Job description
Job responsibilities
SUMMARY
The role of the endoscopy administrator is to provide support for the Endoscopy Centre, carrying out clerical duties and providing a patient focused booked admissions service to community endoscopy. To cover reception as and when required.
MAIN DUTIES AND RESPONSIBILITIES
Clerical
- Negotiate patient appointments to attend for an endoscopy procedure using agreed protocols, via face to face contact, telephone or letter including any changes to pre-planned appointments.
- Send appropriate conformation letters to the patient including any relevant information and prep.
- Ensure that all relevant patient information is recorded on the Endoscopy Centre IT system and updated accordingly.
- To be a point of contact within the endoscopy centre for booking enquiries from patients, staff and primary care.
- To provide non-clinical advice regarding endoscopic procedures as per individual requirements and to seek further information from Consultant Endoscopists or qualified members of staff.
- Support admin and reception staff by liaising with Consultants regarding their individual endoscopy lists, procedure criteria and book patients as requested for specific appointments including complex instructions and informing relevant personnel if any changes occur.
- To be part of a team to look at both short and long term planning and the organisation of procedure lists to ensure optimum utilisation of lists.
- Liaise with patient transport if necessary to ensure that patients arrive in an appropriate and timely manner.
- Ensure that those patients who have not responded to their invitation to appointment letter are dealt with in line with agreed protocol.
- Create and distribute the procedure lists appropriately to all relevant areas, informing relevant personnel of changes when they arise.
- Ensure all patient case notes are fully prepared for procedure lists, paperwork filed at the end of lists and prepared for scanning.
- To rebook any appointments or add patients to waiting list for rescopes as and when required.
- To facilitate the smooth transition of confidential information to secondary care in a timely manner this will include 2 week wait referral, scan and imaging requests.
- To follow up histology on a daily basis and print the report for the consultant to review highlighting any suspected or confirmed cancers to the consultant
- Deal with day to day enquiries from patients, consultants, and other staff within the endoscopy centre in a professional and calm manner.
- Understand and utilise E- Referrals, Choose and Book, Unisoft andSystmOne.
- Ensure that there are adequate stock levels at all times.
- Assist in maintaining a safe, clean and tidy environment for patients and ensure that the office and reception area is kept tidy and hazard free.
- To assist with data entry onto Monitoring Template Key Performance Indicators (KPIs)
General
- To ensure that all Eastwood Community Endoscopy Centre Standards are maintained and monitored to improve the quality of care to all whom come into contact with the centre.
- To participate in appraisal and personal review and to work to achieve agreed set targets.
- Every employee has a duty of care to take reasonable care of the health and safety of him/herself and of other persons who may be affected by his/ her acts or omissions at work.
- To participate in mandatory training and developmental activities.
- To participate in team, professional and personal development activities and promote a commitment to continuous development and improvement.
- This job description is subject to review at any time in consultation with the post holder.
Working Time Regulations (1998) require that you should not work more than an average of 48 hours per week, unless you have signed an opt out agreement which must be authorised by your manager. Any overtime must be discussed with your manager and must be authorised.
Job description
Job responsibilities
SUMMARY
The role of the endoscopy administrator is to provide support for the Endoscopy Centre, carrying out clerical duties and providing a patient focused booked admissions service to community endoscopy. To cover reception as and when required.
MAIN DUTIES AND RESPONSIBILITIES
Clerical
- Negotiate patient appointments to attend for an endoscopy procedure using agreed protocols, via face to face contact, telephone or letter including any changes to pre-planned appointments.
- Send appropriate conformation letters to the patient including any relevant information and prep.
- Ensure that all relevant patient information is recorded on the Endoscopy Centre IT system and updated accordingly.
- To be a point of contact within the endoscopy centre for booking enquiries from patients, staff and primary care.
- To provide non-clinical advice regarding endoscopic procedures as per individual requirements and to seek further information from Consultant Endoscopists or qualified members of staff.
- Support admin and reception staff by liaising with Consultants regarding their individual endoscopy lists, procedure criteria and book patients as requested for specific appointments including complex instructions and informing relevant personnel if any changes occur.
- To be part of a team to look at both short and long term planning and the organisation of procedure lists to ensure optimum utilisation of lists.
- Liaise with patient transport if necessary to ensure that patients arrive in an appropriate and timely manner.
- Ensure that those patients who have not responded to their invitation to appointment letter are dealt with in line with agreed protocol.
- Create and distribute the procedure lists appropriately to all relevant areas, informing relevant personnel of changes when they arise.
- Ensure all patient case notes are fully prepared for procedure lists, paperwork filed at the end of lists and prepared for scanning.
- To rebook any appointments or add patients to waiting list for rescopes as and when required.
- To facilitate the smooth transition of confidential information to secondary care in a timely manner this will include 2 week wait referral, scan and imaging requests.
- To follow up histology on a daily basis and print the report for the consultant to review highlighting any suspected or confirmed cancers to the consultant
- Deal with day to day enquiries from patients, consultants, and other staff within the endoscopy centre in a professional and calm manner.
- Understand and utilise E- Referrals, Choose and Book, Unisoft andSystmOne.
- Ensure that there are adequate stock levels at all times.
- Assist in maintaining a safe, clean and tidy environment for patients and ensure that the office and reception area is kept tidy and hazard free.
- To assist with data entry onto Monitoring Template Key Performance Indicators (KPIs)
General
- To ensure that all Eastwood Community Endoscopy Centre Standards are maintained and monitored to improve the quality of care to all whom come into contact with the centre.
- To participate in appraisal and personal review and to work to achieve agreed set targets.
- Every employee has a duty of care to take reasonable care of the health and safety of him/herself and of other persons who may be affected by his/ her acts or omissions at work.
- To participate in mandatory training and developmental activities.
- To participate in team, professional and personal development activities and promote a commitment to continuous development and improvement.
- This job description is subject to review at any time in consultation with the post holder.
Working Time Regulations (1998) require that you should not work more than an average of 48 hours per week, unless you have signed an opt out agreement which must be authorised by your manager. Any overtime must be discussed with your manager and must be authorised.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths or equilavent qualification
Desirable
- NVQ Level 2 or equivalent
- Team Leadership qualification
Experience
Essential
- Customer Service Experience in person and telephone
- Administrative duties involving multiple systems
Desirable
- Previous NHS experience
- SystmOne experience
- Endoscopy reporting systems
Knowledge and skills
Essential
- Good interpersonal and communication skills
- Passionate working mindset
Desirable
- Basic IT skills i.e EXCEL
- Knowledge of endoscopy waiting times
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths or equilavent qualification
Desirable
- NVQ Level 2 or equivalent
- Team Leadership qualification
Experience
Essential
- Customer Service Experience in person and telephone
- Administrative duties involving multiple systems
Desirable
- Previous NHS experience
- SystmOne experience
- Endoscopy reporting systems
Knowledge and skills
Essential
- Good interpersonal and communication skills
- Passionate working mindset
Desirable
- Basic IT skills i.e EXCEL
- Knowledge of endoscopy waiting times
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.
