Clinic Coordinator

We are looking for x 3 WTE Clinic Coordinator to join our excellent Gynaecology Coordinators team on a 12 month fixed term contract. We are seeking a highly organized and compassionate individual to coordinate one clinics for one of established consultants .

The ideal candidate(s) will be someone with a keen eye for detail, excellent communication skills and who is committed to providing a first-class service for patients in a fast-paced environment.

Main duties of the job

The successful candidate will be a conscientious and enthusiastic team player with excellent organizational and communication skills. A good understanding of current NHS referral to treatment targets would be advantageous. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You must be able to understand and accurately convey verbal and written information and be able to remain calm under pressure.

You will have an understanding of outpatient appointment booking, managing referrals and clinic booking. You will also be able to prioritize your workload and that of the team with constantly changing demands, meet agreed deadlines and use your own initiative. This includes ensuring referrals are dealt with in a timely manner and dealing with enquiries from patients and clinicians both in person, email and on the phone. Knowledge and experience of RTT pathways & referrals would be advantageous.

You will be responsible for the day to day supervision of the Gynaecology appointments. Good team working is essential for the effective delivery of the service. The successful candidate must be hard working and have a flexible approach to the post.

We look forward to welcoming a new member into the Gynaecology Team.

About us

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone\’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Job responsibilities

Process outpatient referral letters to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.

Responsible for supporting the 2WW with finding additional slots for the Gynaecology department

Responsible for General Gynae Advice & Guidance

Responsible for printing Choose and Book referrals and monitoring and actioning the ASI list

Check and action ERS daily

Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.

Amalgamate duplicate hospital numbers in accordance with the duplication guidelines.

Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.

Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets

Coordinate referrals to consultants for grading

Responsible for new and rescheduled new and follow up outpatient appointment processes ensuring that the requirements of the patient as well as the clinician are met, receiving and coordinating referrals to clinics and ensuring the rapid access to those clinics as appropriate

Arrange appointments for investigations and/or make appointments for additional patient tests as required by the clinician and where appropriate.

Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.

Ensure patients are contacted verbally to make and agree appointments. A minimum of three attempts should be made to contact patient to agree appointment. If no response after third attempt appointment to be sent by letter. Record all attempts to contact patient by telephone.

All appointments to be confirmed by a letter to patient/parent or guardian with regards to children

Liaise with consultants and secretaries regarding clinic availability

Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards such as the 18 week RTT pathway.

Receive and prepare relevant correspondence and material as required for clinical teams

Ensure that all correspondence and documentation is filed promptly and cross referenced

Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines

Assist with the coordination of clinics to ensure effective time management and utilisation

Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.

Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care

Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.

Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures.

Provide general admin services including photocopying, filing, faxing and other office routines.

Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible

Liaise with other hospital departments, GPs and other health care agencies when required

To post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies

Provide cross cover within team during absence complying with relevant organisational policy on attendance

Receive and sort daily post, date stamp and distribute as appropriate

Person Specification

Skills & Abilities

• Developed attention to detail and accuracy.
• Organisational skills and the ability to work methodically and prioritise.
• Ability to cope under pressure and meet deadlines.
• Ability to help build effective working relationships at all levels of staff including consultants, junior medical staff, practitioners, nurses, technicians, managers.
• Able to maintain confidentiality at all times.
• Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required.

Knowledge & Experience

• Very good written and verbal communication skills.
• Courteous, tactful and efficient telephone manner.
• Proficient in Microsoft packages including Word and Outlook.
• Experience of working in a busy office environment.
• Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary.
• Analytical and judgement skills for problem solving.
• Work well as part of a team.
• Knowledge of RTT & Pathways in line with NHS England.
• NHS Experience.

Education, Training & Qualifications

• Minimum 3 GCSE at Grade C or above, including English or equivalent.
• NVQ3, RSA3 or equivalent experience or qualifications.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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