Radiology Booking Clerk

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources. The post holder has responsibility for assisting with the provision of a professional, comprehensive and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will be through the delivery of a comprehensive administrative service to a specialty team.

Main duties of the job:

• Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
• Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.
• Support patients by booking relevant diagnostic investigations and expediting, where appropriate, in line with the 6 week diagnostic DM01 pathway.
• Monitor urgent investigation requests to ensure they are processed appropriately.
• Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, 6 week diagnostic DM01 and 2 week cancer targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
• Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
• Follow the tracking procedure for the movement of all patient notes.
• Update patient details on CRIS / EPR and other Trust and departmental record systems.
• Ensure patients that have not attended or cancelled their appointments are flagged up and rebooked in a timely manner.
• Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
• Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff.
• Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology.

General:

• Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
• Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
• Respond to communication and queries including email, face to face and over the telephone in a timely manner.
• Maintain patient confidentiality at all times.
• Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 20:00.
• Use the Trust IT systems (for example EPR, CRIS etc.) to register patients, make appointments, ensure that details are correct, check in / check out outpatient appointments as appropriate.
• Assist with the processing of new referrals.
• Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
• Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures.
• Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
• Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.

Person specification:

• Administration Experience
• Telephone manner
• Previous NHS experience

The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. While COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated.

Please note, this vacancy may close early if a high volume of applications are received.

This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply.

When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application.

Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks.

No unsolicited recruitment agency telephone calls or emails.