Clinical Office Coordinator, Paediatrics inChertsey inChertsey PUBLISHED
WED 15 JAN 2025
Additionally, the position entails monitoring patient pathways, addressing any potential delays, and maintaining communication with other departments to support the smooth operation of clinical services. The coordinator will also participate in team meetings, train new staff, and assist in implementing new administrative technologies and practices. This role requires strong organisational skills, effective communication, and the ability to work collaboratively within a team, all while maintaining patient confidentiality and adhering to Trust policies.
The Clinical Office Administrative Co-ordinator will provide
- a comprehensive administrative service to the Consultants and their Medical team
- Responsibility for the day to day management of clinical office administrators and clinical office assistants.
- Organise their workload with the Consultants and Teams, co-ordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided.
- Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.
- To work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trust's Access Policy.
- Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.
- It is expected that Clinical Office Administrative Co-ordinators are fully able to fulfil the role of the Clinical Office Administrator.
Manage the booking of relevant clinical activity and managing patient pathways in conjunction with the Patient Pathway Team
1. Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
2. To liaise with the Paediatric Appointment Team regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
3. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.
4. To highlight any potential breaches or delays in the patient's pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust's escalation policy.
5. To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
6. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.
7. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care / Cerner.
About us
1. Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.
2. To liaise with the Paediatric Appointment Team regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.
3. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.
4. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.
5. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy.
6. To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates.
7. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.
8. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care / Cerner.
9. Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care / Cerner..
10. Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.
11. Manage changes in clinic templates as directed by Team Leader/Service Manager.
General:
- Attend regular team meetings arranged by Team Leader.
- Deal with patient queries effectively written and via telephone/email.
- As part of a team with other Clinical Office Administrative Co-ordinators, provide (minimum) 9am 5pm secretarial/admin. cover from Monday to Friday each week within each specialty.
- Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
- Provide a fast and accurate clinical correspondence secretarial/admin. service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for consultant teams.
- To use new working systems within the Clinical Office to promote an efficient service, ie the outsourced transcription service, e-correspondence to GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives
- Review of rejected clinic letters daily through use of Docman EDT Hub
- General office duties including filing and photocopying.
- Competent use of Patient Administration System (PAS), in particular in relation to the 18 week patient pathway, after training in accordance with required Trust standards of work. Ensure changes notified by patients are added accurately and immediately.
- Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.
- Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times.
- Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required.
- Attend relevant departmental meetings and provide Secretarial services as required eg booking venues, typing accurate minutes and agendas and circulating documentation as required.
- Working as part of a team; supervising Clinical Office Administrators and Assistants where applicable and assisting with the training of new and temporary staff providing support and advice as appropriate
- Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.
- For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.
- When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust.
- To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda For Change.
- Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained
- Implement any relevant Trust and Directorate policies on behalf of the Consultant team.
- Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/cancelled when necessary, adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants.
- Responsible for notifying the Service Manager and the Paediatric Appointment Team in a timely fashion (minimum of six weeks notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction
- Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc. or cancellation of outpatient clinics or theatre lists.
- Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department.
- Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
- Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust.
- Any other duties appropriate to the role and grade.
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