Colposcopy Appointments/ Admin Officer inPlymouth inPlymouth PUBLISHED
THU 24 OCT 2024
Key tasks involve registering new patients, coordinating referral prioritisation, utilizing the Information Patient Management System (iPMS), and ensuring all operational protocols are followed. The officer will also be responsible for liaising with general practitioners regarding discrepancies, assisting in tracking and reporting patient waiting list statuses, and any necessary reception duties. The position requires strong organisational skills, attention to detail, and a commitment to providing efficient patient care.
The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures
***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 outpatient colposcopy and hysteroscopy clinics.
Liaise with consultants, junior medical staff, medical secretaries, central records library and outpatient staff.
To work in collaboration with staff in other areas of the Care Group and Trust to facilitate a streamlined service for patients
Provide an efficient and reliable service in line with national targets, meeting Trust standards
About us
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PRIMARY DUTIES & AREAS OF RESPONSIBILITY
1. Receive and distribute mail accordingly.
2. Co-ordinate the prioritisation of referral letters /histopathology referral spreadsheet by seeking advice from the Lead Nurse Colposcopist/Consultant when necessary.
3. Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur.
4. Maintain outpatient waiting lists and ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts waiting list policy.
5. Consult General Practitioners if there are discrepancies in referral letters.
6. Co-ordination of specialty waiting list/PTLs within the framework of the Trusts waiting list policy, achieving the timelines for RTT, colposcopy and cancer standards.
7. On a daily basis to be aware of the specialty PTL position for this Department, assist with the arranging of additional sessions if insufficient capacity prohibits booking patients within the Trusts timelines.
8. Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinicians booking rules.
9. Regularly use electronic referral service (eRS) to accept/redirect/reject appointments according to guidelines.
10. Book follow-up appointments that have been requested by wards/medical secretaries/clinicians using the follow up waiting list.
11. Complete outpatient appointment outcomes, and add patients to follow-up waiting lists, in conjunction with clinicians booking rules and Trust Policy
12. Scrutinize the clinician Rota and notify the Directorate Office, in particular the Assistant Admin Manager, of any discrepancies.
13. Liaise with the Nuffield Hospital regarding booking of Private patients into Hysteroscopy Clinics.
14. As required, telephone patients with urgent/last minute appointments.
15. Take appropriate action with regards to telephone calls from patients/medical staff, nurses and other trust staff and to respond to those calls in a courteous and helpful manner referring to the Lead Nurse Colposcopist for advice when appropriate.
16. Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
17. Notify appropriate outpatient staff of changes/cancellations to clinics.
18. Follow procedures for: requesting case notes & X-rays, organising contents of case notes, requesting/amending transport bookings, requesting and printing clinic attendance lists.
19. Ensure all case notes arriving into and departing from the department are traced on iPMS.
20. Reception duties for the outpatient clinics.
21. To assist the line manager in training other members of staff, as requested.
22. To carry out any other clerical duties as determined by the Line manager.
23. Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner.
- see Job description for additional responsibilities
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