Job overview
An exciting opportunity has arisen for an Outpatient Rescheduling Clerk in the busy Outpatients Department. This is a full time position and there will be an opportunity for agile working once fully trained. You will need to be dynamic and proactive, have excellent communications skills and be able to work well under pressure, balancing competing demands and meeting targets.
Main duties of the job
Contribute to the outpatient clinic scheduling function for all clinic templates within the agreed remit of the department. To ensure that all requests for the setup of new clinics and the rescheduling of existing clinics due to clinical staff availability are carried out in accordance with office procedures and hospital policy and that a clear audit trail of decision-making is kept in all cases. To liaise, where appropriate, with Services as the first point of call for all scheduling issues. To work closely with the Outpatient Administration Co-ordinators to ensure all operational issues are shared at all times.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
To ensure that all rescheduling requests are prioritised and captured on IPM within an appropriate timescale, minimising disruption to patients and clinicians. To liaise closely with the Co-ordinators to ensure that the rescheduling of new outpatient appointments does not compromise the Trust’s ability to meet national waiting times standards. To participate with ongoing general audit of rescheduling requests and highlight any anomalies to the Supervisor. To liaise with Assistant Service Manager, Service Managers and other and specialty staff when setting up new and amending clinics ensuring that clinics are set up within the outpatient guidelines. To assign unique clinic and session codes to prevent mix up of patients with other clinics running. To ensure that clinics are not overbooked when requested by the clinician, to open a slot if a request to overbook is approved whilst also rejecting requests when required unless an email consent has been submitted. To ensure that clinics are assigned to Choose and Book service ID through the ERS (electronic referral service) Flag. To maintain a clear audit trail of all clinic amendments that can easily be linked back to the originating request and file all correspondence appropriately. To participate in the testing of Patient Administration system upgrades to ensure that the functionality is maintained, highlighting any concerns to the IT testing department and Outpatient Administration Manager. To log to IT and alert their Supervisor of technical issues in i.PM and be responsible for informing them of the outcome where there is resolution or workaround to these problems. Any other duties within the Outpatient administrative function commensurate with the grade, to cover sickness, annual leave or other workforce issues including learning support for new staff.
Person specification
Qualifications
Essential criteria
1. GCSE Maths & English C or above
2. NVQ Level 3 Qualification or Equivalent
Desirable criteria
3. ECDL or equivalent
Experience
Essential criteria
4. Extensive IPM experience
5. Supporting staff in training and development with IT systems
6. NHS Experience
Desirable criteria
7. Outpatient Experience
Communication
Essential criteria
8. Good Written and Verbal Communication Skills
9. Able to provide and receive sometimes complex or sensitive information
10. Able to be persuasive
Desirable criteria
11. Ability to train staff and ensure they feel nurtured and supported in this training environment
Knowledge
Essential criteria
12. Understanding of the need of confidentiality awareness at all times
13. Must be computer literate and familiar with Windows packages especially excel
Desirable criteria
14. Have knowledge of ERS
15. Have knowledge of Bookwise
Skills
Essential criteria
16. Attention to detail
17. Work on Own initiative and prioritise workload
18. Able to build close working relationships with other clerical/medical staff
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.