**This post may close early due to high numbers of applications, so you are advised to apply promptly.**
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
To support clinical and administrative teams in a specialist Dental Service and provide high quality dental care. The post holder will work within a small team within the Booking Office, providing a comprehensive efficient and effective appointment booking service for Warwickshire Special Care Dental Service outpatient and day case appointments in order to meet the Trust and local patient waiting time targets.
Main duties of the job
This is a multi-skilled role, and the post holder will rotate with other staff to cover all roles within the office on a weekly basis.To provide an admissions service from within the booking team and to be responsible for management of own workload.
The post holder is required to develop and maintain an up-to-date knowledge of all services to enable the post holder to deal with problems, cases and related queries.
Responsible for the management of a range of clinics and waiting lists including, both new patient and treatment, GA/IV/RA waiting lists and recall lists together with management of specialised clinics.
The post holder will be required to prepare and scan clinical records for all patients booked within the Booking and Access team, ensuring that appropriate records such as referral letters and x-rays/images/models are filed/stored appropriately and are available to clinicians within 24 hours' notice prior to the appointment.
About us
Here at George Eliot our vision to'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job responsibilities
* The post holder will be required to provide and receive complex or sensitive information to patients and staff at Warwickshire Special Care Dental Service.
* Liaising closely with and responding to the requirements of a large number of staff regarding the number and case mix of clinics and theatre sessions which will regularly change to meet current demand.
* Exchange information with patients/carers/guardians and staff on admissions, transfer and discharge of patients both verbally and in written format.
* Communicating with anxious patients, dental phobic and patients with cultural or language differences.
* Liaise regularly with clinical staff to establish future clinic profiles ensuring that demand is met and to maintain a consistent volume of new patient slots. This will involve blocking sessions and reserving appointment slots according to clinical requests. This will also involve; arranging and attending one to one meetings with clinicians to keep them updated with regard to their waiting list.
* Close liaison with all disciplines of staff, both internal and external, i.e. admin and clerical staff, clinical staff, nursing staff, and communication will be necessary with general practitioners and patients/carers. This may also include direct face-to-face contact.
* The post holder will support the service on national booking projects, i.e. 18 week wait.
* Booking appointments within the specified guidelines for all patients, adhering to the booking system (i.e. partial/full booking) and Government targets and requirements.
* Liaising closely with and responding to the requirements of a large number of staff regarding the number and case mix of clinics and theatre sessions which will regularly change to meet current demand.
* Meeting performance standards relating to the answering of calls and related tasks within the service. This will involve answering the telephone in a courteous and pleasant manner, within the agreed times, at all times and to deal professionally with all queries in line with service guidelines and action them accordingly.
* Taking part in the rotation programme within the Booking and Access office and responsible for ensuring all telephone lines and enquiry desk are appropriately covered by staff on a daily basis. This will involve monitoring the call centre and staffing of lines as required reducing the length of time callers have to wait.
* Ensuring all referral letters are registered on the R4 system within 24 hours of receipt within office. The post holder will be responsible for collecting missing demographic details and contacting the referring practitioners or patient directly to complete the registration. This is important to ensure all patients are booked within government waiting times to ensure breaches of targets do not occur.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person Specification
Experience and Knowledge
* Excellent organisational skills
* Excellent Keyboard skills
* Previous administration experience
* Experience of working with the general public
* Previous Customer Service experience, working within a customer focused setting
* Excellent Keyboard skills
Qualification(s) and Professional Training
* GCSE's in Maths and English at Level 5 or above or equivalent
* Administrative/Customer Service Skills at level 3 or equivalent training and/or experience
* Previous experience of administration in the health sector
* IT skills (ECDL or equivalent)
Skills and Abilities
* Ability to work as a member of a team
* Ability to follow tasks through to completion
* Ability to work under pressure
* Ability to suggest and implement new procedures
* Ability to use own initiative to prioritise workload in a methodical approach to work
* Microsoft Office Specialist Training (MOST) or equivalent knowledge and experience
Personal Qualities
* Friendly and co-operative
* Courteous and Helpful
* Organised
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.
Warwickshire Special Care Dental Service, Whitnash Lodge, Leamington Hospital
Warwickshire Special Care Dental Service, Whitnash Lodge, Leamington Hospital
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