Clinic Administrator | The Christie NHS Foundation Trust in Manchester

An exciting opportunity has arisen for a well-motivated individual to join us as a Clinic Administrator in the Referrals and Bookings Team. This is a full time position to work 37.5 hours, Monday-Friday 08:00-16:00, subject to change.

You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment and be able to use your own initiative.

The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.

Responsibilities:

• Inputting of new referrals on to the CareFlow system.
• Adding first appointments for patients in to clinics, ensuring all relevant documentation is available.
• Amending clinic templates as instructed.
• Make and receive phone calls with patients.
• Ensure that all new referrals are registered within 24 hours of receipt and scanned onto the Patient Administration System (CareFlow) and CWP.
• Ensure accurate input of patient details when updating information databases and Patient Administration System (CareFlow).
• Work closely with clinicians to manage clinic templates including amending appointment slots, cancelling, reducing, or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (CareFlow).
• Liaise with referring Trusts regarding any outstanding patient reports as per Minimum Data Set (MDS) requirements.
• Undertake general administrative duties e.g., collating and disseminating incoming and outgoing correspondence, filing paperwork.
• Support the Support Managers and Deputy Service Manager to identify patients waiting longer than the accepted timescales.
• Prioritise clinical need over waiting times.
• Take action in line with escalation procedures to ensure management are aware of any service issues or risks and concerns raised by a service user.
• Ensure that additional clinics or changes to appointments are communicated immediately to all relevant staff.
• Co-ordinate with other Clinic Administrators when demand varies ensuring a ‘one team’ approach.
• Meet with Clinic Supervisors and Support Managers on a regular basis to ensure capacity issues are escalated.
• Communicate with service users (patients/relatives) via telephone in an empathetic and professional manner.
• Acknowledge potential barriers to communication and modify style of communication appropriately.
• Communicate effectively with all members of staff and external stakeholders.
• Undertake all duties allocated by the Clinic Supervisor as appropriate to the role.
• Work autonomously and as part of a team, to organise own workload and prioritise urgent matters.
• Good knowledge of Health Records systems and CareFlow.
• Maintain a good understanding of RTT and Cancer Standards.
• Work within all Trust policies appropriate to the role.
• Participate in rotational requirements to support the needs of the service.
• Provide cover during periods of annual leave and sickness for other administrative staff.
• Contribute to the training of new members of staff through sharing of knowledge and experience.
• Undertake any other duties as and when required.
• Demonstrate the agreed set of values and be accountable for own attitude and behaviour.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post.