Clinic Co-ordinator, Urology | University Hospitals of Leicester NHS Trust

Job details
Posting date: 22 May 2024
Salary: Not specified
Additional salary information: £22,383 per annum, pro rata
Hours: Part time
Closing date: 21 June 2024
Location: Leicester, LE5 4PW
Company: University Hospitals of Leicester
Job type: Contract
Job reference: 6233674/358-6233674-CHU

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We are currently looking for a hard working, enthusiastic and friendly person to join the administrative team within the Urology Department(CHUGGS), based on the Leicester General Hospital site.

You must be able to remain calm and pleasant at all times, be able to use your initiative and to be able to work unsupervised.

Experience of the HISS patient record system is desirable, but training can be given.

If you enjoy a challenge and would like to join this busy friendly unit, then this may be the post for you.

• The duties include answering the telephone, dealing with requests from GP’s to book appointments for patients, accessing the Choose and Book system, preparing medical records, sitting on clinic reception, ensuring that all patient’s results are acted upon quickly and accurately.
• The post holder will need to be an excellent communicator with strong interpersonal skills who can acknowledge the pressures on the medical staff to ensure that the patient pathways are delievered in a timely manner according to NHS targets.
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust:

• Will work closely and as part of a team with nursing, secretarial and medical staff associated with each clinic.
• Daily responsibility for making clinic appointments ensuring the accurate completion of the appointment outcome within 24 hours of the clinic.
• To schedule appointments as delegated by Consultant teams.
• To ensure that any special equipment / requirements (eg foreign case notes, interpreters, scans, x-rays and prosthesis) are arranged for admission.
• Undertake the waiting list validation programme ensuring accurate and early identification of potential long waiters in line with recommendations of the UHL Patient Access Policy.
• To register all new referrals on HISS within 24 hours of receipt.
• To issue new hospital numbers to patients new to the UHL and make up case notes with front sheet, labels and relevant inserts.
• To ensure all new patients are placed on a waiting list and appropriate partial booking letters are sent prior to their impending appointment keeping within breach guidelines and current Trust policy.
• Monitor closely patient’s progress throughout the partial booking process keeping Line Management aware of any problems.
• Be responsible for liaising with consultants as to the urgency of appointments and sending out appropriate letters.
• Case Note Management
• To be responsible for the preparation of case notes for outpatient clinics, ensuring that all the relevant x-rays, test results and other information are available to the medical team on the day of the patient’s clinic appointment. This includes information from other hospitals.
• To be responsible for transferring all case notes on the HISS system at the end of clinic to their appropriate destination ensuring that the case note tracking system is continually updated.
• To ensure that all case notes and patient records are maintained in good condition thus preventing the loss or misplacement of vital patient information.
• Appointment Duties
• To receive appointment letters and take responsibility for liaising with consultants as to the urgency of the appointment required.
• To arrange new appointments on the HISS system in line with the booking rules of the clinic, thus ensuring that all outpatients receive appropriate and timely appointments.
• To be responsible for the reduction or cancellation of clinics in liaison with administration managers and individual consultant guidelines.
• Adhere to the individual consultant guidelines for overbooking of clinics.

Co-ordinate requests for appointments from wards, other hospitals, and medical secretaries ensuring that each patient receives the appropriate follow up appointment.
• Identify overseas visitors according to the Trust policy, notifying the over-seas visitor Co-ordinator if necessary.
• To ensure that ambulance transport is ordered for patients if necessary, thus ensuring that timely and appropriate transport is provided for outpatient requirements.
• Provide a central point of enquiry for GPs secretaries, health visitors, other hospitals, patients and their relatives.
• Ensure that all 2 week wait referrals are dealt with in a timely manner.
• Reception Management
• To provide a courteous, professional service at all times.
• To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records.
• At the end of the clinic to be responsible for ensuring accurate outcomes are recorded on the HISS system for each patient thus maintaining the full and accurate patient records.
• Ensure that the patients time in outpatients is tracked on HISS in accordance with the Patients Access Policy.
• Ensure that all HRG coding details are entered accurately onto HISS

please see job description/person specification for full details on the role.

This advert closes on Wednesday 5 Jun 2024

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