Clerical Officer inPlymouth inPlymouth PUBLISHED 21 NOV 2024
Band 2 PERMANENT GOOD SALARY
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This post is part of a professional multi-skilled team, working within the appointment booking, prepping & reception team within the Child Development Centre
The key responsibilities of this role is the booking, preparing and reception of out-patient clinics. Liaise with consultants, junior medical staff, allied health professionals, nurses, medical secretaries, central records library and out-patient staff.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
- Responsible for the booking, preparing and reception of out-patient clinics
- Liaise with consultants, junior medical staff, allied health professionals, nurses, medical secretaries, central records library and out-patient staff.
- Responsible to undertake the role of appointment officer for Allied Health Professionals, Nursing Staff, Consultant Paediatricians, Visiting Consultant Teams and their support staff.
- The Community Paediatric Service Line is a busy team which provides a service to children within Plymouth and the surrounding area with a variety of health needs.
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur.
- Maintain out-patient follow-up waiting lists. Ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts Access Policy.
- Ensure Choose and Book patients are correctly appointed on iPMS and send confirmation letters to the patient.
- Prepare hospital notes for clinics in line with Trust Waiting List and Directorate Policies.
- Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures.
- As required, telephone patients with urgent/last minute appointments.
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
- Notify appropriate out-patient staff of changes/cancellations to clinics.
- Follow procedures for: requesting case notes, organising contents of case notes, requesting and printing clinic attendance lists.
- Ensure all case notes arriving into and departing from the department are traced on iPMS.
- Reception for the out-patient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow-up waiting list.
- To ensure there is adequate stationery and request supplies with relevant admin personnel.
- To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
- Work within the framework of the Trusts Waiting List Policy and Access Policy notifying the line manager of relevant issues in a timely manner.
COMMUNICATIONS & WORKING RELATIONSHIPS
- Receive and deal with confidential and sensitive telephone enquiries from patients. Be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
- To be a team member within the office and able to multi skill within the various areas.
- To work closely with other admin and clerical staff within the division.
WORKING CONDITIONS
- Communicating with distressed patients and/or parents/carers of patients, ensuring relevant information is obtained and forwarded to consultant(s)/team and/or secretary in a timely manner.
- Able to communicate sympathetically with parents/carers of children with terminal illnesses.
- Extra care taken in ensuring confidential information is given to legal guardian of patient only.
- Able to maintain concentration on task during periods of interruption.
OTHER
1. Requirement to exert physical effort when dealing with vast quantities of notes and X-rays.
2. Sitting in a restricted position for long periods of time and working in cramped conditions.
3. Exceptionally busy and stressful workload.
This post is part of a professional multi-skilled team, working within the appointment booking, prepping & reception team within the Child Development Centre
The key responsibilities of this role is the booking, preparing and reception of out-patient clinics. Liaise with consultants, junior medical staff, allied health professionals, nurses, medical secretaries, central records library and out-patient staff.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
- Responsible for the booking, preparing and reception of out-patient clinics
- Liaise with consultants, junior medical staff, allied health professionals, nurses, medical secretaries, central records library and out-patient staff.
- Responsible to undertake the role of appointment officer for Allied Health Professionals, Nursing Staff, Consultant Paediatricians, Visiting Consultant Teams and their support staff.
- The Community Paediatric Service Line is a busy team which provides a service to children within Plymouth and the surrounding area with a variety of health needs.
About us
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur.
- Maintain out-patient follow-up waiting lists. Ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts Access Policy.
- Ensure Choose and Book patients are correctly appointed on iPMS and send confirmation letters to the patient.
- Prepare hospital notes for clinics in line with Trust Waiting List and Directorate Policies.
- Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
- Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures.
- As required, telephone patients with urgent/last minute appointments.
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
- Notify appropriate out-patient staff of changes/cancellations to clinics.
- Follow procedures for: requesting case notes, organising contents of case notes, requesting and printing clinic attendance lists.
- Ensure all case notes arriving into and departing from the department are traced on iPMS.
- Reception for the out-patient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow-up waiting list.
- To ensure there is adequate stationery and request supplies with relevant admin personnel.
- To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager.
- To carry out any other clerical duties as determined by the line manager.
- Work within the framework of the Trusts Waiting List Policy and Access Policy notifying the line manager of relevant issues in a timely manner.
COMMUNICATIONS & WORKING RELATIONSHIPS
- Receive and deal with confidential and sensitive telephone enquiries from patients. Be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
- To be a team member within the office and able to multi skill within the various areas.
- To work closely with other admin and clerical staff within the division.
WORKING CONDITIONS
- Communicating with distressed patients and/or parents/carers of patients, ensuring relevant information is obtained and forwarded to consultant(s)/team and/or secretary in a timely manner.
- Able to communicate sympathetically with parents/carers of children with terminal illnesses.
- Extra care taken in ensuring confidential information is given to legal guardian of patient only.
- Able to maintain concentration on task during periods of interruption.
OTHER
1. Requirement to exert physical effort when dealing with vast quantities of notes and X-rays.
2. Sitting in a restricted position for long periods of time and working in cramped conditions.
3. Exceptionally busy and stressful workload.
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Useful skills for a Clerical Officer:
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To work as a Clerical Officer in the UK, you typically need a combination of administrative, communicative, and IT skills. Here are the key skills that are often required or beneficial for this role:
1. Organizational Skills: Ability to maintain files, records, and documents in an orderly manner, and to manage multiple tasks efficiently.
2. Attention to Detail: Accuracy is crucial in data entry and record-keeping, as clerical officers often deal with sensitive information.
3. IT Skills: Proficiency in using office software such as Microsoft Office (Word, Excel, Outlook) and familiarity with databases and other office equipment.
4. Communication Skills: Strong verbal and written communication skills are necessary for interacting with colleagues, clients, and stakeholders.
5. Customer Service Skills: Ability to deal courteously and effectively with members of the public and respond to inquiries.
6. Problem-Solving Skills: Ability to identify issues and find effective solutions can be helpful in managing day-to-day office challenges.
7. Time Management: Ability to prioritize tasks to meet deadlines and manage one's own time effectively in a busy work environment.
8. Teamwork: Ability to work well within a team and support colleagues in achieving common goals.
9. Confidentiality and Discretion: Understanding the importance of confidentiality, especially when handling sensitive personal information.
10. Basic Numeracy Skills: Ability to perform basic arithmetic, which is often necessary for handling invoices, budgets, and financial records.
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