Clinic Co-ordinator

We are actively promoting flexible working options, helping you to manage a work / life balance

Job overview

We have an exciting opportunity for a full time Clinic Coordinator working within the RRCV Group in the Thoracic Surgery Department

The team at the University Hospitals of Leicester NHS Trust is a busy and diverse working environment providing a high-quality service to patients and clinical staff with booking procedures. You will be part of a team of coordinators working to provide a seamless clinical booking service and you will need to have a flexible approach and a commitment to working as part of a team.

The successful candidate will need to be a good team player, able to use their initiative and prioritise their workload. to ensure tasks are completed in a timely manner. The ability to work to tight deadlines whilst dealing with frequently changing priorities is also essential.

The successful applicant will be enthusiastic, confident and self-motivated, enjoy working in a challenging, busy environment and will have experience of working in a busy customer focused environment.

Your work will mainly be telephone and IT based so you should have an excellent customer service background as well as good keyboard skills and proven working knowledge of Microsoft Office packages and HISS are essential.

If you are looking for a new challenge and would like to work in this busy, friendly environment then this is the role for you.

Main duties of the job

To work closely with team members including nursing, secretarial and medical staff.

To provide support and guidance to patients, carers, relatives and others making contact with the service. To prospectively manage clinic slots to ensure maximum efficiencies within the service to agreed scheduling ensuring procedures are booked in accordance with Local and National Guidelines in relation to Referral to Treatment

Meticulous attention to detail and organisation skills are necessary for this role, as are excellent communication skills and the ability to work effectively as part of a team as this post will require working closely with a wide range of staff including Consultants, Nursing staff and the Admin & Clerical team so the ability to build relationships is a key requirement.

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

Please see job description/person specification for further details on the role:

• The post holder will be responsible for by making sure all relevant paperwork, medical notes and letters are available for patient appointments.
• Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as x-rays, additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notes at the patient appointment.
• Adhere to the appropriate guidelines for the overbooking of clinics.
• Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
• Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
• Deal with queries and enquiries regarding appointments.
• Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales (for instance, time spent in pre-assessment where required), and any outcomes and follow on actions, at the end of their consultation.
• Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly, to ensure an accurate patient record.
• Monitor appointment waiting times, ensuring that patients are informed of any delays.
• To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently

(Please refer to the job description/person specification for further details on the role)

Please see job description/person specification for further details on the role:

• The post holder will be responsible for by making sure all relevant paperwork, medical notes and letters are available for patient appointments.
• Prepare patient lists from the relevant information system in advance of the clinic, in line with departmental procedures and timescales, ensuring that all additional documentation, such as x-rays, additional notes, and letters, is requested with sufficient notice to ensure that all relevant information is included in the hospital notes at the patient appointment.
• Adhere to the appropriate guidelines for the overbooking of clinics.
• Search for and request all missing notes in line with CMG guidelines, including information from other hospitals.
• Liaise with Patient Pathway Coordinators, Medical Secretaries and clinical staff in connection with changes to appointments or the taking down or reducing of clinics.
• Deal with queries and enquiries regarding appointments.
• Provide a reception service to the patients attending appointments, utilising the relevant information system to document their arrival, appointment timescales (for instance, time spent in pre-assessment where required), and any outcomes and follow on actions, at the end of their consultation.
• Check the patient demographic information at the appointment, ensuring that hospital notes and clinical systems are updated accordingly, to ensure an accurate patient record.
• Monitor appointment waiting times, ensuring that patients are informed of any delays.
• To ensure that HRG sheets are completed with correct procedure codes and that diagnostic test requests are dealt with efficiently

(Please refer to the job description/person specification for further details on the role)

Person specification

Training & Qualifications

• GCSEs in English and Maths or equivalent, eg NVQ

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust’s Values and Behaviours

Experience

• Previous experience in an administrative role where patient/customer care was a job requirement/ Accurate keyboard skills

• Awareness of national policy concerning patient care and developments within the Trust. Previous experience of using computerised information systems

Analytical and Judgement skills

• Able to solve problems and take preventative actions, referring to others where appropriate

Planning and organisation skills

• Sound organisational skills - able to work under pressure and prioritise work. Able to meet deadlines. Able to use own initiative. Pays attention to detail and consistently produces accurate work.

Equality, Diversity and Inclusion

• Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs. All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others

Communication and relationship skills

• Effective team worker. Good verbal and written communication skills. Deals with situations with tact and diplomacy. Able to deal with personal information with sensitivity, always respecting privacy and dignity. Able to deal with enquiries where there may be barriers to understanding. Ensures professional behavior and integrity at all times.

Skills

• Data protection and confidentiality. Adheres to policies and procedures

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.

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.