Orthotics Clerk

Dyddiad hysbysebu:	23 Rhagfyr 2025
Cyflog:	£24,937.00 i £26,598.00 bob blwyddyn
Gwybodaeth ychwanegol am y cyflog:	£24937.00 - £26598.00 a year
Oriau:	Llawn Amser
Dyddiad cau:	06 Ionawr 2026
Lleoliad:	Worcester, WR5 1DD
Cwmni:	NHS Jobs
Math o swydd:	Cytundeb
Cyfeirnod swydd:	C9365-25-0665-S2

Crynodeb

Location / Department: Worcester Royal Hospital Accountable to: Physiotherapy and Orthotics Manager Reports to: Senior Secretary to the Physiotherapy and Orthotics Manager Key Working Relationships: Internal: Other Therapy clerical staff, Orthotists, Consultant teams, nursing staff, other health care professionals, Medical secretaries, medical records, Finance, NHS Supplies, Training and patients, procurement and relatives. External: GP surgeries, Primary Care Trust staff, Mental Health Trust staff and Ambulance Transport, Orthotic Suppliers from various companies, Company of which private contract is held. Risk Assessment: This post involves working with display screen equipment for the majority of the post holders working hours. The post holder will participate in non-patient manual handling activities including bending, reaching and stooping. There is regular need for prolonged concentration e.g. registering patients. There is occasional involvement in distressing and emotional circumstances e.g. dealing with complaints and angry and upset patients by telephone or in person. Exposed to regular interruptions and unpredictable workload patterns. Key Duties relating to Reception / Appointment Booking / Diary Management To deal with the day to day incoming referrals via telephone, face to face and digital formats. To ensure that all referrals contain the required information to allow pathways to be linked and clock status to be corrected. To forward referrals onto other providers as appropriate or return to sender if rejected on triage. To ensure patient details are up to date on PAS. To ensure that referrals are added to the appropriate outpatient Orthotics waiting list by speciality for clinical staff to prioritise them within the agreed timescales. To ensure that patients receive an acknowledgement letter or are immediately accepted/appointed in line with agreed booking processes, administrative procedures and the patient access policy. To ensure that all patients receive the correct instructions and correspondence related to their Orthotics appointment. To work with the Lead Orthotist and Physiotherapy and Orthotics Manager in required changes to letter templates. To ensure Orthotists dairies on the identified digital platform are outcomed at the end of each day. To ensure that all inter-provider transfers are completed electronically to the named nhs.net account within 48 hours of the decision to refer. To cancel and reschedule patients or whole clinics in the event of sickness / unforeseen circumstances requiring last minute changes. To regularly review the waiting list to ensure that it is accurate and up to date, identifying any potential 18-week clock breaches, incorrect clock data and ratify the unoutcomed appointments on a weekly basis informing the appropriate Manager of any issues. To regularly review the Orthotics waiting list to update the appropriate Lead Orthotist and Physiotherapy and Orthotics Manager with regards the waiting times for treatment. On a monthly basis validate any patients that are showing as having waited longer than an agreed timeframe so that waiting time information is accurate. To make new appointments as appropriate from the partial booking system for all patients referred to the outpatient Orthotics service. To action changes to individual appointments whilst ensuring the patients are seen within the agreed clinical priority and that written confirmation is immediately sent. This involves the managing of messages received by digital platforms e.g. trust text message system. To monitor all outpatient clinics to ensure that all clinic slots are utilized to the maximum and where necessary fill any vacant slots and also to prevent overbooking of clinics. Generate clinic lists and orthoses required in a timely manner. To receive patients at clinic reception, checking details and booking onto the patient administration system. Booking patients out of clinic and/or making follow up appointments as directed by the Orthotists or when the good are available. To manage telephone enquiries from patients, relatives, Medical Practitioners and Consultants ensuring that the appropriate action is taken including messages for Orthotics staff. To deal with interactions in a sensitive manner. To telephone patients, sometimes at short notice, to offer them appointments or reschedule appointments. To ensure that letter, telephone and face to face communication with patients, colleagues and managers is professional, timely in line with health records policies and procedures. To respond to any queries and complaints from patients, managers or clinicians regarding clinics, referrals, bookings and waiting times, ensuring that any serious issues are passed to the Physiotherapy and Orthotics Manager or Lead Orthotist as appropriate. To manage the day to day running of the Orthotics reception, working with other reception staff and the Orthotics team. To set up, amend and cancel micro sessions for clinics using the Trust digital platform. To monitor and action Envoy SMS responses for the orthotics service in a timely manner. Key Duties relating to Patient Notes and Clinical Records To maintain and update manual and computerised filing systems, to enable timely and accurate information retrieval, e.g. patient records, following the Therapy Services Destruction of Records Policy, to include annual archiving of patient records. To issue and file / upload current patient notes or documentation to be held within notes (e.g. orders, quotes from suppliers) each day dealing with the DNAs, PIFU and cancellations appropriately. To retrieve patient information for the department using patient information system, e.g. PAS, CLIP. E.G. Notes to be found when patients requesting a repeat prescription or repairs. Provide up to date advice leaflets for clients. To liaise with the Physiotherapy and Orthotics Manager and the Lead Orthotist when changes need to be made. Key Duties relating to Finance / Ordering of Stock To generate orders using the computerised information system and patient notes. To raise concerns with regards to pricing and lead times to the Physiotherapy & Orthotics Manager. Maintain cash box, balance cash received and pay monies into cashier on a weekly basis. Use of card machine for taking payments and reconcile receipts generated. Monitor overdue orders and chase with suppliers, advising Orthotist of any expected delays and liaising with client where necessary. Ensure up to date suppliers product information and price lists are available for Orthotists/other professionals and other supporting paperwork. To raise electronic requisitions via procurement manager, liaising with external suppliers for the best price and to co-ordinate and maintain the buffer stock ordering for the Orthotics service and other areas such as plaster room. Distributing stock to departments and signing off electronic goods receipts. To be responsible for the security of stock on arrival and distribution to departments and to delegate as required. Check clients exemption from charges in line with DSS Guidelines, charging clients in line with the National Health Services (Charges for Drugs and Appliances) Act and provide receipts for monies received. Authorise invoice payments for goods received, and update computer system/manual records with relevant information. Liaise with Dermatology / Oncology or other departments on the ordering of wigs. This involves receipt of referral, sending information out to patients on choices for wig provision, raising an order on the Trust invoicing system, documentation of processes and organising and accepting payment from the patient. Monitor buffer stock of orthosis and ensure adequate levels are maintained, using computerised stock control system (where available).Advise Orthotist's new to the service of items that are kept routinely within the buffer stock. Maintain a high level of organisation and store orthotics in a safe and tidy manner within the store room. To alert appropriate individual to order stationary stock. Be responsible for safe packaging and dispatching of orthotics, repairs and returned items. This may involve packages posted to other sites, external companies, patients home address etc. To liaise with Orthotist's to ensure the availability and provision of draft sheets, plaster of Paris for casting appointments and access to other such equipment as required. Other Duties Establish and maintain effective communications with Orthotists, suppliers and other multidisciplinary team members. Deal with incoming and outgoing mail. All incoming items to be marked with date of receipt. Respond positively to enquiries and comments about the service to promote continuous improvement. Ensure availability of up to date information for service users, e.g. local shoe repairers, service and charging information, alternative suppliers for footwear etc. Collect and collate statistical information as required and generate appropriate reports. Be actively involved in clinical and quality audits. Attend and participate in departmental and service meetings as required, undertaking actions and policy changes appropriately. Assist with housekeeping duties within the department, ensuring security of the department and its property. To ensure the office is locked and secure at the end of the working day. To liaise with colleagues to ensure that there is adequate cover during holiday periods and where possible sickness. Provide cover for county-wide team staff absences as appropriate. This will involve travelling to different sites. To develop and train more junior administrative staff (More junior members of staff being apprentices and/or new members to the team).