Working as part of the ENT insourcing team, within the ENT admin department at Huddersfield Royal Infirmary for the Head & Neck Directorate. The insourcing team are responsible for supporting the insourcing of outpatient services for our patients as part of the recovery programme from the Covid-19 pandemic. The post holder will be responsible for accurately transcribing data into patient’s electronic records from a variety of sources as well as organising patient lists and booking appointments.
• To transcribe data from multiple sources into the electronic patient record in an accurate and timely manner. This data will include the clinic outcome following a patient’s attendance at an outpatient clinic.
• To ensure any clinic letters / documentation is scanned into the correct patient record in a timely manner.
• To manage and direct outpatient referrals via e-Referral, and to manage all the work lists produced on the various systems mentioned relating to CHFT and action accordingly.
• To maintain confidentiality at all times.
Calderdale and Huddersfield NHS Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. We therefore aim to ensure that in both employment and services no individual is discriminated against by reason of their gender, race, disability, age, sexual orientation, religion or religious/philosophical belief or marital status.
• To transcribe data from multiple sources into the electronic patient record in an accurate and timely manner. This data will include the clinic outcome following a patient’s attendance at an outpatient clinic.
• To ensure any clinic letters / documentation is scanned into the correct patient record in a timely manner.
• To ensure all past appointments have an outcome recorded and highlight to the supervisor / team leader of any missing outcomes.
• To manage and direct outpatient referrals via e-Referral, and to manage all the work lists produced on the various systems mentioned relating to CHFT and action accordingly.
• To be responsible for contacting patients by telephone to remind them of pending appointments and to cancel change or re book accordingly, where possible re-negotiating of appointments resulting from a hospital/patient-initiated cancellation.
• To be aware of outpatient waiting times to ensure that appointments are rearranged to appropriate timescales to meet with the 18-week referral to treatment pathways.
• To follow a pre-determined call script as provided by CHFT and to present a polite, pleasant telephone manner at all times to ensure a gold star patient experience.
• To answer the telephone in a timely and courteous manner when dealing with external or internal customers within the ENT admin team.
• To ensure that all messages left on any answer phone are dealt with promptly to ensure that all demographic details are accurately recorded, including NHS number, ethnicity, registered GP, referring GP and practice.
• To proactively encourage the recording of mobile numbers to improve our text reminder service.
• Dealing with telephone, written, electronic enquires from external and internal sources as appropriate
• To assist in the booking of urgent new/ follow up appointments when necessary, ensuring all relevant information is enclosed, to actively contact patients to confirm appointment dates and time, to prioritise your workload on a daily basis.
• To be responsible for booking transport for patients as necessary and notifying the transport department of any cancellations or changes when required.
• To ensure that communication links are maintained with internal staff, GP’s, Patients and other organisations to ensure swift resolution of any potential appointment/clinic/reception issues.
• Carry out general office admin duties such as scanning, photocopying and handling post.
• To maintain confidentiality at all times.
• This job description is intended as an outline of the duties of the post; it is not exhaustive and is subject to change following discussions with the post holder. Full training will be given to the successful candidate.
This advert closes on Wednesday 6 Aug 2025 #J-18808-Ljbffr