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Job Overview
Working in a pressurised environment to co-ordinate outpatient clinics, rescheduling of clinics, reduction and increase in outpatient clinics ensuring best utilisation of clinic slots.
Detailed knowledge of various outpatient speciality clinics is required to amend and cancel appointments, handle significant telephone queries, and have advanced knowledge of clinic protocols with specified standards. Monitor and manage waiting lists.
Use initiative in sometimes complex situations to ensure patients are booked in line with local and national access targets, maximising the utilisation of clinic slots and templates to optimise resources.
Work as part of a multidisciplinary team, collaborating closely with clinicians and support staff to achieve access targets and deliver patient-focused outpatient services.
Desirable: Ability to speak Welsh; Welsh and/or English speakers are equally encouraged to apply.
Main duties of the job
* Interface with the public via telephone and face-to-face in a friendly and courteous manner, using judgement and initiative to handle difficult situations with empathy, tact, and diplomacy.
* Multitask effectively, maintaining high concentration and accuracy amid frequent and unpredictable interruptions. Respond professionally to queries from patients and healthcare professionals.
* Manage clinic diary, ensuring room availability for community and consultant clinics. Prepare annual clinic plans.
* Arrange patient appointments via telephone, face-to-face, and letter, ensuring patients are informed of any specific instructions prior to their appointment.
* Request, transfer, and record case notes on the iFit database from various departments and locations as needed, ensuring all relevant patient information is available prior to clinics.
* Check outcome sheets after clinics to ensure correct recording of outcomes on WPAS and appropriate treatment pathways.
* Input and maintain patient data accurately on the WPAS system, updating as necessary.
Working for our organisation
If you enjoy a challenge, have a passion for helping others, or are looking for a fresh start, Betsi Cadwaladr University Health Board (BCUHB) in North Wales offers a comprehensive environment. We are committed to equality and diversity and welcome applications under the “Disability Confident Employer” scheme.
Please check your email regularly; successful applicants will receive correspondence via the email registered on their application. Applications can be submitted in Welsh; they will be treated equally regardless of language.
Person specification
Knowledge
Essential: Good working knowledge of Microsoft Office (Word, Excel); understanding of clerical procedures and systems.
Desirable: Experience with WPAS, Oracle.
Qualifications
Essential: Good general education; NVQ Level 3 or equivalent experience.
Desirable: ECDL.
Experience
Essential: Relevant experience providing comprehensive clerical/administrative services; familiarity with office procedures and deadlines.
Desirable: NHS or healthcare setting experience.
Skills
Essential: Excellent communication, organisational, and customer care skills; ability to work independently, make decisions, prioritise workload, and handle sensitive situations with judgement and initiative.
Desirable: Ability to speak Welsh.
Additional details
Seniority level: Entry level
Employment type: Full-time
Job function: Administrative
Industries: Hospitals and Health Care
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