Job summary
As a key member ofthe healthcare team you will be responsible for ensuring the effective runningof specific clinics as well as picking up general office duties. You will be a team player contributing tothe overall high performance of the Westcliffe Health Innovations team.
Main duties of the job
Produce accurate and professional letters for theservice, including ensuring allactions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-upappointment, referring on to another provider or in-house for an investigationor simply informing the referring GP the patient has been discharged.
Effectively and timely manage the typing generated bythe specialist clinics and ensure all typing is managed within IG guidance andpolicy.
Liaise closely with clinical staff regarding patientletters, to ensure effectiveness of the service, including histology dictationand matching of reports to patient files
Answering telephone calls and taking messages forclinical and management staff and ensuring forwarding in a timely manner.
To workas part of a team of staff who respond in a timely and accurate manner topatient notes and queries on the clinical system.
As partof a team you are jointly responsible for the ongoing development andmaintenance of safe patient administration management systems by ensuringtimely and accurate input of information on the clinical system, followingtemplates and protocols where required
About us
Westcliffe Health Innovations was established in 2014 based at Eccleshill Treatment Centre to deliver Consultant led high quality Endoscopy Services to NHS patients in Bradford and Leeds.
Now in 2023, Westcliffe Health Innovations provides a range of services that includes Plastic Surgery, Cardiology, ENT, Gynaecology, Urology and Dermatology.
The care delivered here at Westcliffe Health Innovations has been developed in a clean modern environment that has the comfort and satisfaction of the patient at its heart, providing a safe effective service, delivered in a calm environment that is done to make the patient experience as stress free as possible.
At Westcliffe Health Innovations we will work together to maintain a culture that develops and supports you and your team.
Job description
Job responsibilities
Produce accurate and professional letters for theservice, including ensuring allactions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-upappointment, referring on to another provider or in-house for an investigationor simply informing the referring GP the patient has been discharged.
Effectively and timely manage the typing generated bythe specialist clinics and ensure all typing is managed within IG guidance andpolicy.
Ensure all appropriate documentation is completed forthe discharge process and that notes are scanned onto the Patient InformationSystem (S1), following discharge
Liaise closely with clinical staff regarding patientletters, to ensure effectiveness of the service, including histology dictationand matching of reports to patient files
Answering telephone calls and taking messages forclinical and management staff and ensuring forwarding in a timely manner.
To workas part of a team of staff who respond in a timely and accurate manner topatient notes and queries on the clinical system.
As partof a team you are jointly responsible for the ongoing development andmaintenance of safe patient administration management systems by ensuringtimely and accurate input of information on the clinical system, followingtemplates and protocols where required
You areresponsible for ensuring patients receive timely and clear instruction withregard their appointment date and time including direction to the centres andany patient information leaflets as relevant
As partof a team you are also responsible for operating appointments via the chooseand book system, making appointments at the time of the phone call whenever possible
Toprovide general office duties such as filing, post distribution andphotocopying as relevant to your clinic areas and as part of a team of staffproviding a general admin function
Toprovide cover during staff absences and othertimes of pressure on colleagues workload and handover effectively tocolleagues before your planned absences ie annual leave
Toanswer the telephone as part of a team of staff, picking up general enquiriesin relation to various service areas
Ensurepatients are registered on System1 and case loading into service
Toefficiently deal with tasks
Registering and booking patients: patientcontact, telephone queries, face to face queries.
You are responsible for chasing results andlinking to patient notes.
Ensure reports are scanned onto patientrecords.
Responsibility for operating appointments via Chooseand Book for patients in an efficient and expedient manner
Responsible for all secretarial aspects of the relevantservices including typing clinics, onward referrals and creating templates fornew letters.
Manage the Consultant rotas with direct contactwith the consultant team, providing monthly update and confirmation oflists. As well as putting the rota onthe system and making amendments and alteration as required. Ensuring all lists are covered and dealingwith cancellations and changes to the rota, seeking cover followingcancellation by consultants.
Teamwork
Work as an effectiveand responsible team member, supporting other members of clinical andnon-clinical staff in a flexible and approachable manner
To workas part of a team of staff who respond in a timely and accurate manner topatient notes and queries on the clinical system
As partof a team you are jointly responsible for the ongoing development andmaintenance of safe patient administration management systems by ensuringtimely and accurate input of information on the clinical system, followingtemplates and protocols where required
Toanswer the telephone as part of a team of staff, picking up general enquiriesin relation to various service areas
To provide general office duties suchas filing, post distribution and photocopying as relevant to your clinic areasand as part of a team of staff providing a general admin function
Participate in teamactivities that create opportunities to improve patient care
Ensure clear understanding and utilisation of servicesand referral mechanisms and policies to meet patient need.
Patient Responsibilities
To ensure all patient confidentiality is maintained.
Toremain at all times patient focused, adopting a customer services approach tohealthcare
To observe and ensure Health and Safety requirements areupheld, and act accordingly by reporting accidents/near misses - to staff orpatients in the Department - to the line manager
General
Tochallenge in a constructive way and actively seek new ways of working,constantly looking for improved processes and procedures across whole systems
Toreduce waste in all forms including ensuring best use of staff time and skillmix as well as the use of consumables/materials/equipment and other resourcessuch as ensuring clinics run to full capacity and systems are streamlined formaximum efficiency and effectiveness
To bean advocate of Westcliffe Health organisations portraying a professional andcorporate image at all times
Toactively take part in relevant training and education sessions
Someduties may change in line with the needs of the service, and you will berequired to provide cover for colleagues during absences. All duties required will stay withinreasonable scope to those outlined above and will be discussed with you asrelevant at the time.
Person Specification
Qualifications
Essential
1. GCSE grade C + in English and Maths or equivalent
2. Good knowledge of computer systems
Experience
Essential
3. High experience in customer service telephone and face to face