Responsibilities
* A comprehensive administrative service to the clinical office and clinical staff.
* Organise their workload with the Consultants and Teams, coordinating with other Clinical Office Administrative Co‑ordinators to ensure that an efficient service is provided.
* Book appointments for the service across both specialities and cross cover when necessary.
* Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.
* Work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trust’s Access Policy.
* Exercise initiative and carry out duties in such a way as to make a direct and positive contribution to the organisation of the work.
* It is expected that Clinical Office Administrative Co‑ordinators are fully able to fulfil the role of the Clinical Office Administrator when required.
* Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust to ensure coordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
* Liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow‑up appointments are booked as soon as results are known and are available for clinic appointment.
* Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with the Patient Pathway Team.
* Highlight any potential breaches or delays in the patient’s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust’s escalation policy.
* Liaise directly with patients to book, cancel, and rebook any outpatient appointments.
* Be responsible for sending out relevant appointment letters, and cancelling/rebooking patient follow‑up appointments.
* Check all clinic letters are completed accurately and outcomes are actioned and recorded on Surrey Safe Care (Cerner).
* Monitor overbooking of clinics and arrange additional clinics to meet 18‑week and cancer targets in conjunction with clinicians and Service Managers.
* Manage changes in clinic templates as directed by the Service Manager.
* Attend regular team meetings arranged by the Team Leader.
* Deal with patient queries effectively by telephone, letter, and email.
* Have the ability and commitment to work as a team member and adhere to strict deadlines.
* Provide a fast and accurate clinical correspondence secretarial/admin service with proficient use of appropriate software and systems to meet the required Trust’s standard of work. Prepare straightforward replies and requests for Consultant teams as appropriate.
* Use new working systems within the Clinical Office to promote an efficient service, including outsourced transcription, e‑correspondence to PCT GP practices, electronically developed storage and print, discharge summary systems, and appropriate electronic storage on shared drives.
* Use various systems such as Surrey Safe Care (Cerner) and Evolve (Electronic Medical Records) to help manage the 18‑week patient pathway. Ensure changes notified by patients are added accurately and immediately, in accordance with required Trust standards of work.
* Be the first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.
* Deal with enquiries from patients, relatives, wards, GPs, and external agencies, providing information and taking appropriate action as required while ensuring patient confidentiality at all times.
* Assist with training of new and temporary staff and provide support and advice as appropriate.
* Exercise independent judgment and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.
* Coordinate and support clinics as required.
* Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained.
* Ensure that all commitments (including those held at other trusts/organisations) are reduced/cancelled when necessary, adhering to relevant procedures, notifying managers and consultants of any planned leave.
* Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
* Undertake all mandatory training as required by the Trust.
* Carry out any other duties appropriate to the role and grade, supporting the department and organisation within the broad scope of the job.
Opportunity
An exciting opportunity has arisen for Clinical Office Co‑ordinator to join our busy Colorectal Surgery Team. This post provides a chance to be part of a passionate and proactive team. The post includes general office duties, the booking of appointments and working closely alongside the Consultants and their teams to provide an excellent administrative service to our patients.
Clinics and patients will need to be carefully managed, administrative skills are required, along with an excellent telephone manner. The successful candidate will be an enthusiastic and highly motivated team player, who shows flexibility and a careful attention to detail.
You will be required to use a number of systems including Surrey Safe Care (Cerner), Evolve and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North‑West Surrey, parts of Hounslow and beyond. Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter’s, Chertsey, Surrey. We also run many specialist clinics in the community and local community hospitals and other healthcare facilities. Our vision is to be one of the best healthcare Trusts in the country.
Benefits
We can offer you the full range of NHS benefits/discounts and in addition:
* Excellent pension scheme and annual leave entitlement
* On‑site Nurseries
* On‑site staff cafes
* On‑site parking
* Support in career development
* Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
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