Admin & Clerical Officer | Isle of Wight NHS Trust
| Posting date: | 04 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £22,816 - £24,336 PRO RATA |
| Hours: | Full time |
| Closing date: | 04 May 2024 |
| Location: | Newport, PO30 5TG |
| Company: | Isle of Wight NHS |
| Job type: | Permanent |
| Job reference: | 6201802/470-23-0188-1-KS |
Summary
We are recruiting for Admin & Clerical Officers who wishes to join #TeamIOWNHS. You should share our passion and drive to ensure that our patients receive quality and compassionate care and work with us to ensure the Trust continues its journey towards “great people, great place”.
This is a truly exciting time to join our team as we work towards launching our newly developed £10m Community Diagnostic Centre (CDC) that will deliver first-class diagnostic care to our community.
The new centre will have the ability to deliver joined up diagnostic care, and with increased capacity this will ensure our patients will have faster access to treatment, earlier diagnosis, and improved outcomes.
By becoming part of our team, you will have the opportunity to work in innovative ways and play a central role in how we improve patient pathways, delivering the right test, at the right time, in the right place.
Provide a professional, accurate and courteous appointments and reception service within the Diagnostic Imaging Department.
Undertake a wide variety of roles encompassing patient appointments and receptionist duties in an outpatient setting, within Organisation and Departmental guidelines.
To deal with patient and general enquiries, both in person and on the telephone, keeping relevant records.
We are passionate about providing excellent CARE, which is why our values areCompassion,Accountable,Respect andEveryone counts. Our mission is to make sure that our community is at the heart of everything we do and that we hold our values across all our services.
We are committed to endorsing inclusion, diversity and multiculturalism throughout out services and as such, our procedures and policies ensure that applicants are always treated fairly throughout the recruitment process.
Why not come and see for yourself the CARE we give to our patients and staff. Apply to be part of our team today.
The Isle of Wight NHS Trust is the only integrated acute, community, mental health and ambulance health care provider in England. We serve a population of approximately 150,000 residents, making the services we offer variable and personalised with a flexible approach to our service users.
Working for our Trust brings a variety of benefits, including an onsite day nursery, cycle-to-work scheme, discounts at local businesses and gyms, and the opportunity to hire Trust’s beach hut in Ryde. We offer many flexible working opportunities, speak to us about how we might be able to accommodate a flexible working arrangement for you and if it works for the service, we will do our best to make it work for you.
The Isle of Wight is a unique and stunning gem located off the South Coast of England, a short ferry journey from Portsmouth and Southampton, with journey times taking from as little as 10 minutes. London can be reached in 90 minutes by rail from Southampton or Portsmouth. The island offers an amazing coastline with beautiful countryside, year-round events, festivals and award-winning attractions.
Our 2020-2025 strategy sets out to ensure that we continue to be a provider of excellent and compassionate care. As part of this strategy, we are proactively taking steps to ensure that we recruit and retain the highest quality of talent to provide CARE and we would welcome applications from under-represented groups to ensure our Trust is an inclusive and diverse employer.
1. Communication and Relationships
• Respond to callers and visitors promptly and courteously, identifying their needs, providing information or referring them as appropriate to the relevant discipline.
• Ensure communication and direction is clear within the team in co-ordinating workload and meeting deadlines.
• Ensure good communication with the Office Supervisor and colleagues within the department to ensure accuracy of information.
• Deal with telephone calls from patients booking appointments in a courteous and professional manner, appointing appropriately within waiting list guidelines.
• Deal with telephone enquiries from service users promptly and courteously, using initiative as necessary.
• Assist the team with the cancellation and re-booking of appointments on a daily basis, and telephone the patients to inform them of the cancellation.
• Telephone GP practices to request copies of referral letters when not attached to the requests.
• Inform PAS and all affected parties of any changes and amendments to clinics.
• Empty the overnight box and load requests onto CRIS.
• Empty the POD in a timely manner and add Ward requests to CRIS.
• Book appointments from the waiting list for each modality ensuring they are booked for the correct time of the following month allowing the Radiologists time to report on scans before the patients’ follow-up appointment with their consultant.
• Assist Consultants and Doctors when they have enquiries, directing them to discuss requests with Radiologists/Radiographers/Sonographers when necessary.
• Contact Speech and Language Therapy when booking video swallows to ensure a member of their team is available to attend before advising patients of their appointment details.
• Book interpreters when necessary.
• Return rejects or unjustified requests in a timely manner to the referrer with the comments from the Radiologist/Radiographer as to why request rejected or advising what information we require, updating the event on CRIS.
• Request patient notes when required, returning to the correct department once we have completed what was required.
• Cover some of the Officer Supervisor duties when needed.
• Provide a comprehensive reception service to include:-• Checking with every patient that their details are correct.
• Dealing with phone calls and queries from patients, GPs and other members of staff.
• Dealing with walk-ins and liaise with medical staff, adding patients to the diary/day list if appropriate.
• Directing patients to other departments.
• Resolving disputed appointment times
• Offering new and re-arranging existing appointments.
• Re-booking hospital car/ambulance patients.
1. Analysis and Judgement
• As part of the team co-ordinate and prioritise own workload.
• Ensure referral requests are processed promptly and accurately entering onto the CRIS System, according to Departmental and Trust standards, liaising the GPs and consultants as necessary to clarify details.
• Assist colleagues dealing with calls by using initiative as necessary to book within waiting list guidelines, using the CRIS system.
• Arrange hospital transport as required in accordance with Trust policy, liaising as necessary with the patient and the car service to ensure appropriate scheduling and check each patient’s individual needs so as to book the correct form of transport.
1. Planning and Organising
• Arrange 2/52 cancer wait and urgent appointments within national target times, flagging up any potential problems with the relevant Superintendent and supporting the team in making appropriate booking decisions should difficulties or queries arise.
• Ensure the delivery of mail by enveloping and grading as to class of postage.
• To cover such duties of other staff in their absence as may be directed (staff are expected to be flexible in covering working arrangement of the Department to meet the demands of the Service.
• Have an understanding of medical terminology as applicable to the specialty team.
• Liaise with the Superintendents for each modality to ensure patient information leaflets are updated before the review date ensuring compliance at all times.
• Place an order for patient information leaflets in plenty of time for printing and delivery ensuring we do not run out.
1. Patient and Client Care
• Contact patients to offer them appointments and confirm appointment date and time by letter, sending any appropriate information to the patient.
• Receive and respond to telephone calls from patients, in a courteous manner, wishing to change or cancel their appointments.
• Liaise with Day Surgery when booking interventional procedures to arrange pre and post procedure care and observations for patients.
1. Service and Policy Development
• Show creativity and innovation in developing new ways of working.
• Responsible for following policies and procedures as defined by the Trust.
1. Managing Financial Resources
• This post does not manage any financial resources.
1. People Management and Development
• To participate in Appraisals with the Office Supervisor, with update reviews as agreed during the appraisal.
• To undertake training and regular updates in non-patient manual handling, fire safety, personal safety and any other relevant training as directed by the NHS Trust.
• Learn from experience and continually improve.
1. Information System Use and Management
• Update patient information on the Patient Administration System (PAS) in a timely and accurate manner, using the SCR system to confirm new details.
• Close Consultant lists in the diaries for when they are taking annual leave to ensure lists are not booked for when they are away.
• Open procedure room 2 and dental diaries for at least two months ahead preventing delays in arranging appointments for patients. Contact the Superintendents for each modality if they need to open their appointment diaries allowing them time to close lists when colleagues have annual leave or if scanners are being serviced.
• Match and merge duplicate files on CRIS.
• Send images to teleradiology providers and deal with queries relating to clinical information,
• Send images using the IEP system
• For GP referrals, check on ICE for deferred orders or check a report has been sent.
• Burn discs for patient IG requests using PACS.
1. Involvement in Surveys and Research
• This post has not involvement in surveys or research.
1. Freedom to Act and Autonomy
Be responsible for following policies and procedures as defined by the Trust.
This advert closes on Friday 12 Apr 2024
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.