Job summary
The bookings team is the first point of contact for patients and referrers; ambassadors of the charity presenting that all-important first impression.
You will be receiving calls from patients ready to book their MRI, CT, PET/CT, ultrasound or X-ray scan appointment, helping them through the process offering reassurance and providing them with the information they will need. You will be operating a patient administration system, Soliton, to book appointments and so confidence in using IT systems is really important together with a willingness to learn new skills.
Reporting to the team lead, you will be working as part of a complementary team of ten liaising with healthcare professionals and administrative colleagues across the charity. You will work by rotational shift covering hours between 8am and 6pm Monday to Friday.
Part time applications considered.
Main duties of the job
The skills, experience and knowledge required for this role are sound demonstrable educational background and qualifications, good IT skills, experience of working in a public service sector in a busy office environment. Experience of working within a healthcare setting would be beneficial.
You will have excellent communication and interpersonal skills with a confident and pleasant telephone manner. You will enjoy being part of a team and working collaboratively. You will have a meticulous approach to accuracy and detail and able to maintain strict confidentiality. Your personality and manner will contribute to a harmonious and pleasant working environment.
About us
Cobalt Health is a medical charity pioneering innovation in medical imaging diagnosis by investing in equipment, integrated research and education to improve outcomes for patients now and in the future.
I CARE our values - our culture - our purpose
Patient care is at the heart of all we do. We carefully select people who can show us how they share these same values and can contribute to a culture of respect, diversity, vision and a commitment to continuous learning and development.
Job description
Job responsibilities
JOB PURPOSE
To provide first point of contact service for patients attending theImaging Centre for diagnostic imaging services. To be collectivelyresponsible for maintaining a quick, efficient and effectiveappointment bookings system.
KEY AREAS OF RESPONSIBILITY
Operational Duties
1. Receiving and assessing referral documentation and, as appropriate, making appointments for patients attending for diagnostic imaging.
2. To answer sympathetically and tactfully incoming and outgoingtelephone calls, e-mail and fax enquiries from patients and referrers regarding the services provided by Cobalt, taking appropriate action and referring on as necessary.
3. Printing and despatch of correspondence to patients, referrersand other healthcare professionals.
4. Carry out and record patient safety screening procedure and ensureall relevant clinical information is obtained and recorded prior to appointment.
5. Monitor and maintain an efficient appointment pending system through the Patient Administration System (PAS).
6. To assist in providing a welcoming, smooth running and efficient Reception service to cover lunch breaks, annual leave/absence and ona rotad basis on Saturdays and late night clinics.
7. To liaise with the Radiology, Oncology and other healthcare professionals within the NHS and private sector in the course of administrative duties and to arrange patient appointments.
8. Any other duties commensurate with the grade of this post as may be required.
Management of Resources
Collectively to share responsibility for monitoring and maintainingadequate stock levels of patient information leaflets, stationery, IT consumables.
Line management
There is no line management responsibility associated with this post.
Teamwork
This will involve:
9. To work collaboratively with other departments within Cobalt
10. Champion the professional integrity of the organisation
11. Adhere to corporate policy and procedure
Personal Development
All Cobalt staff are required to participate in the organisations annual appraisal review scheme. The end of year appraisal will include a personal development review where progress made over the last year is discussed and agreed. Focus on the following years departmental and personal objectives will be identified, discussed and agreed.
Health and Safety
In addition to any responsibilities specified within your job description above, it is your duty to:
12. Take reasonable care of the health and safety of yourself and of the other people who may be affected by actions and omissions at work.
13. Co-operate with the employer in ensuring that all statutory and other requirements are complied with.
Infection Control
14. To be aware of responsibilities for infection prevention and control.
15. Co-operate with the employer in ensuring that all infection prevention and control policies and procedures are complied with.
16. Conduct hand hygiene in accordance with Cobalt policy, challengingthose around you who do not.
Disclosure and Barring
All appointments are subject to a satisfactory check by the Disclosureand Barring Service. Failure to disclose any previous convictions or cautions may result in the withdrawal of the post or termination of contract.
Confidentiality
Under no circumstances either during or after the end of your employment (however it is terminated) may you divulge to any unauthorised person confidential information relating to the Charity. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.
Equality and Diversity
It is the responsibility of all employees to support the Charity's visionof promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply throughthe implementation of Equality & Diversity Strategies and Policies.
Data Protection
If required to do so, to obtain, process and/or use information held oncomputer or other IT system in a fair and lawful way. To hold data onlyfor specific registered purpose and not use or disclose it in any wayincompatible with such purpose. To disclose data only to authorisedpersons or organisations as instructed.
Information Governance
You should be aware of all information governance policies and procedures, in order to ensure necessary safeguards are upheld for the appropriate use of patient and personal information.
This is an outline of the post-holder's duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Charity.
This post is subject to the terms and conditions of employment of Cobalt Health.
Person Specification
Qualifications
Essential
17. Minimum 5 GCSEs Grade A-C (or equivalent) to include English and Mathematics.
18. Evidence of good skills in written and spoken English.
19. Evidence of good IT literacy and word processing ability.
Desirable
20. ECDL or equivalent.
Experience
Essential
21. Intermediate computer skills.
22. Knowledge/familiarity with medical terminology.
23. Experience of working within a busy Reception/office environment.
Desirable
24. Knowledge of medical records systems.
25. Experience of Carestream Radiology Information System.
26. Experience of working with healthcare professionals.
Personal attributes
Essential
27. Methodical and well organised.
28. Collaborative working ethic.
29. Innovative creative thinking, open-minded flexible attitude.
30. Respectful of others.
31. Motivated commitment to continuing professional development.
Skills and general requirements
Essential
32. Excellent communication and interpersonal skills.
33. Ability to communicate with all grades of clinical staff.
34. Ability to work as a member of a team and contribute to and maintain a harmonious and pleasant working atmosphere at all times.
35. Meticulous approach to accuracy and detail.
36. Excellent time management and ability to prioritise workload.
37. Ability to maintain strict confidentiality.
38. Maintain a professional manner and appearance at all times.
Personal attributes
Essential
39. Methodical and well organised.
40. Collaborative working ethic.
41. Innovative creative thinking, open-minded flexible attitude.
42. Respectful of others.
43. High level of professional integrity.
44. Motivated commitment to continuing professional development.