Clinic Coordinator, EMCHC
We are actively promoting flexible working options, helping you to manage a work / life balance
Job overview
An exciting opportunity has arisen for a full time Band 2 Clinic Coordinator to join the East Midlands Congenital Heart Centre Administration Team based at the Leicester Royal Infirmary, alongside the Leicester Children's Hospital.
The post holders will be part of the Congenital Cardiology Administration Team and will provide an efficient and comprehensive administration service to the EMCHC Out-patient Department. You will be responsible for all administrative tasks from referral to discharge of our patients and liaising closely with our Consultants and wider team.You will be providing a reception service in the outpatient department for our patients, so having experience in customer service along with excellent communication skills would be very desirable in this role.
The ideal candidate will have a positive, enthusiastic, motivated and flexible approach. They will be an excellent team player and also able to work on own initiative.
If you are a highly organised person, who works well under pressure in an extremely busy environment then this is the role for you!
Main duties of the job- To make up Paediatric notes for patients who are new to the University Hospitals of Leicester.
- To be responsible for the preparation of case notes for Paediatric Outpatient Clinics in line with consultant guidelines and departmental procedures.
- To ensure that all relevant case notes, x-rays, test results and other information, including data from other hospitals, is available for each patient’s visit.
- To be responsible for transferring clinic case notes on HISS at the end of the clinic to the appropriate destination.
- To ensure all case notes and patient records are maintained in good condition.
- To receive Paediatric referral letters and take responsibility for liaising with Consultants as to the urgency of appointment required.
- To arrange new appointments on the HISS system in line with individual Consultant guidelines and agreed timescales.
- Make follow-up appointments as requested from other hospitals, secretaries and wards.
- To record all clinics outcomes, book any follow-up appointments, record HRG codes, track all waiting times on HISS and arranging investigations for patients. To initiate investigation record cards for any patients requiring tests.
- To pre admit any patients as and when required.
- To liaise with the nurse in charge of clinic, ensuring the patients are kept informed of any delays.
- To follow-up any investigation results not received within agreed timescales
Working for our organisation
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:
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Detailed job description and main responsibilities- The post holder will be part of the Congenital Cardiology Administration Team and will provide an efficient and comprehensive administration service to the EMCHC Out-patient Department.
- You will be responsible for all administrative tasks from referral to discharge of our patients and liaising closely with our Consultants and wider team.
- You will be providing a reception service in the outpatient department for our patients, so having experience in customer service along with excellent communication skills would be very desirable in this role.
(please refer to the job description/person specification for full details on the role)
Person specification
Training & Qualifications
Essential criteria- Educated to GCSE standard or equivalent
- Literacy & Numerical Skills
- Proficient in the use of one or more computer systems
- Experience in HISS / Electronic Referral Systems
Communication and relationships
Essential criteria- Excellent verbal, written and presentation skills
- Dealing directly with the general public.
- Ability to work both as a team member and on own initiative.
- Able to demonstrate a flexible and positive attitude in team environment
- Demonstrated ability to deal with conflict
Planning & organisation skills
Essential criteria- Ability to prioritise and to deliver to short deadlines
- Attention to detail
- Demonstrates ability to work under pressure
Analytical & Judgement skills
Essential criteria- Understanding of Data Protection and Confidentiality priniciples
- Demonstrates a flexible and adaptable approach to work
Additional Information
Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.
Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.
UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.
Disclosure and Barring Service Check
Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.
The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.
The current price of a check is £38 for an enhanced and £18 for a standard check.
COVID 19 Risk Assessment
Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.
The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.
If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.
Covid Vaccination Status
Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.
University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve.We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.