Overview
We are looking for 3 WTE Clinic Coordinators to join our excellent Gynaecology Coordinators team on a 12 month fixed term contract. The successful candidate will be a conscientious and enthusiastic team player with excellent organisational and communication skills, able to coordinate a clinic for an established consultant. They must be highly organised, compassionate, reliable and able to remain calm under pressure, with a clear understanding of confidentiality issues and current NHS referral to treatment targets.
Responsibilities
* Process outpatient referral letters to the Directorate within 24 hours of receipt, accurately recording details on Trust computerised systems.
* Support the 2WW by finding additional slots for the Gynaecology department.
* Provide general Gynae advice and guidance.
* Print and book referrals, monitor and action 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 NHS numbers and other patient information for accurate data collection.
* Maintain outpatient waiting list management, adhering to agreed national waiting time targets.
* Coordinate referrals to consultants for grading.
* Manage new and rescheduled outpatient appointment processes, ensuring patient and clinician requirements are met and rapid access to clinics is provided.
* Arrange appointments for investigations and additional patient tests as required.
* Receive and deal with phone calls from patients, relatives and carers concerning appointment making, amending or cancelling.
* Contact patients verbally to make and agree appointments, making a minimum of three attempts; if no response after the third attempt, send an appointment letter.
* Confirm all appointments by letter to patient, parent or guardian for children.
* Liaise with consultants and secretaries regarding clinic availability.
* Assist the effective management of the patient pathway, ensuring 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.
* Prepare relevant correspondence and material as required for clinical teams.
* File all correspondence and documentation promptly and cross‑reference.
* Ensure patient notes are correctly completed and 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.
* Deal with telephone enquiries, personal contact or correspondence within agreed time limits and take appropriate action.
* 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.
* Adhere to Trust and departmental policies, contributing to changes and/or reviews of policies and procedures.
* Provide general administrative services, including photocopying, filing, faxing and other office routines.
* Ensure 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.
* Use computer systems appropriately, including email, internet and intranet in accordance with Trust policies.
* Provide cross cover within the team during absence, complying with relevant organisational policy on attendance.
* Receive and sort daily post, date stamp and distribute as appropriate.
EEO Statement
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. The group works to ensure an inclusive and collaborative environment for all staff.
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