Admin & Clerical Officer, Cardiopulmonary, WRHinWorcesterinWorcesterPUBLISHED TUE 22 OCT 2024

We are looking to recruit a lung function Coordinator to join our friendly and enthusiastic team at Worcestershire Acute Hospitals NHS trust. This post is ideal for a highly organised person who would feel accomplishment in improving the organisation and service provision for the sleep service.

The lung function service offers ~7300 outpatient appointments across Worcestershire for patients diagnosed with or being investigated for; COPD, Asthma, Lung cancer and interstitial lung disease.

The successful candidate will assist in the booking of appointments, rescheduling appointments and supporting the clinical staff in optimising the waiting lists. This role has a significant contribution to the patient experience and is vital for efficient service delivery maximising the usefulness of the clinical staff.

The post holder will be based at Worcestershire Royal Hospital but may be required to work on other Trust sites. Worcestershire Acute Hospitals NHS Trust comprises of 3 hospitals: The Alexandra Hospital, Worcestershire Royal Hospital, and Kidderminster Treatment Centre. All sites have good road links to M42 and M5 motorways.

Work independently and as part of a mixed team, managing and prioritising daily workload. Including prioritising and coordinating clinical appointments, forwarding patient letters, liaising with patients, relatives and carers. Answering the telephone, resolving patient queries, receiving and returning calls to Consultant Physicians, GPs, medical companies and other medical personnel. Taking and relaying messages in a professional manner, enabling the department to provide an efficient and effective clinical service. Maintaining appointment lists e.g.partial booking and fully booking appointments, investigating if patients have been waiting longer than expected at the request of directorate managers outcoming attendances, competently using the various electronic Trust wide clinical systems including: OASIS, Bluespier, EZ Notes and ICE. Develop and maintain filing systems for patient clinical investigations and departmental correspondence e.g. equipment maintenance etc. Ensure and maintain office equipment and consumables, requisitioning to re-order office equipment/consumables.

About us

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title:Lung function Coordinator

Pay Band:3

Hours:Full Time 37.5 Hours Per Week

Location / Department:Worcestershire Royal Hospital / Cardiopulmonary

Accountable to:Countywide Respiratory Physiology Lead

Reports to:Cardiopulmonary admin team lead

Key Working Relationships:

Internal: All categories of patients within the trust. All levels of Medical, Nursing, Clerical, Ancillary and Engineering personnel. External: All categories of patients and relatives, general public, General Practitioners and staff, Paramedics, Company representatives and technical training advisors.

Job Purpose:

The post holder will support the Lung function service in the provision lung function tests to the Worcestershire population.

The post holder will be the primary point of contact for patients requiring assistance with appointment scheduling for the lung function service

The post holder will be responsible for monitoring target dates and escalating issues promptly.

The post holder will be integral in the deployment of Patient Initiaded Follow Up (PIFU) pathways

The post holder will book and reschedule clinic appointments.

Key Duties:

Consistently provide high quality care in a visible and highly professional manner, acting as a positive role model.

The post holder will work closely with Associate practitioners, Healthcare Scientists, Specialist Nurses, Clerical staff and Consultant clinicians.

Maintaining appointment lists e.g.: partial booking, booking appointments, outcoming and datasetting all patient attendances on PAS allscripts.

Liaise and exchange information with other departments, secretaries, staff within the Trust.

Maintain and order departmental stationery stock

Work independently, managing and prioritising daily workload. Including prioritising and coordinating clinical appointments, forwarding patient letters, liaising with patients.

Answering the telephone, resolving patient queries, receiving and returning calls to Consultant Physicians, GPs, medical companies and other medical personnel.

Taking and relaying messages in a professional manner, enabling the department to provide an efficient and effective clinical service.

Opening, sorting, distributing and prioritizing daily post and clinical investigation requests and reports.

Competently use the various electronic Trustwide clinical systems including: OASIS, Bluespier, EZ Notes and ICE.

Formulate and type correspondence under the instruction of the Head of the Department and/or Highly Specialised Physiologists.

Develop and maintain filing systems for patient clinical investigations and departmental correspondence e.g. equipment maintenance etc.

Ensure and maintain office equipment and consumables, requisitioning to re-order office equipment/consumables.

Training and Supervision:

Train new members of staff in the Admin & clerical departmental procedures.

Undertake annual Trust mandatory training

Maintain continual professional development (CPD).

Adhere to all Worcestershire Acute NHS Trust policies and procedures. In accordance with the Trusts Health and Safety, the post holder must take reasonable care of their own safety, and that of others who may be effected by their acts or admissions, and co-operate with staff in performing and complying with any statutory duties or requirements.

Clinical governance and quality

To contribute to the maintenance of all trust policies and procedures within the departments.

Support systematic clinical audit and monitor improvements.

Help ensure a safe, secure environment for patients, visitors and staff.

Ensure that confidentiality of patient records is strictly maintained and comply with the Data Protection Act.

Ensure the update and smooth running of departmental databases and archive systems.

Vision and Values:

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Standard Clauses:

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor.

Codes of conduct

All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct.

Confidentiality

The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

Records Management

All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust.

Infection Control

Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.

Non Smoking Policy

The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking.

A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks.

Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks.

Risk Management

It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken .

Children and vulnerable adults

You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.

Disclosure and Barring Service

The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions.Postholders may periodically be asked to undertake a re-check.

Equality and Diversity

The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post.It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible.

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post-holder.

The post holder might be required to work across the Trust at any time throughout the duration of their contract, which may entail travel and working at different hospital sites.