Cardiology Outpatient Administrator

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

Job overview

We are looking for 1 full time Outpatient Administrator to join our friendly Outpatient Administration team in the Oxford Heart Centre.

Applicants will be customer focused, flexible, motivated and pro active with the ability to support the immediate team and wider directorate. This post will be both very challenging, interesting and attention to detail is required.

Personal and team development is encouraged and supported and the post holders will be motivated, reliable and flexible. NHS experience is desired, but not essential as full training will be given.

Main duties of the job

• Communicate politely and effectively enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients or imaging services.
• Convey any changes to appointments sensitively with clear explanations for movement.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner.
  Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Participating in all mandatory training including all training regarding 18wk patient pathways
  management.
• Provide full clinic preparation for patient notes. Liaising with medical records and staff
  within the hospital to ensure that all notes and referral letters are available for clinic at
  least 24hrs before clinic, including all necessary information for the appointment (last
  letter, diagnostic results).
• Coordinate requests from patients, carers and healthcare workforce staffs to book clinical procedures in isolation or in combination with other procedures or out patient consultations. (Contacts include those within the Trust, Primary Care and other
  secondary/tertiary centres.)

Detailed job description and main responsibilities

• Key Responsibilities
  Coordinate requests from patients, carers and healthcare workforce staffs to book clinical procedures in isolation or in combination with other procedures or out patient consultations. (Contacts include those within the Trust, Primary Care and other secondary/tertiary centres.)
• Liaise with multidisciplinary team to assist the prioritisation of clinical procedures .Book procedure arrangements into EPR and other systems at times appropriate to
  individual patient request, clinical priority and procedure & electro medical equipment availability.
• Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys for multiple procedures.
• Communicate politely and effectively enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients or imaging services.
• Convey any changes to appointments sensitively with clear explanations for movement.
• Maintain high levels of customer service at all times delivering compassionate excellence.
• Provide appropriate information and instructions to patients and carers and healthcare staff regarding a range of cardiac physiology clinical procedures.
• Enter relevant clinical and demographic information into clinical database system (Datacam/Solus) or other PC based systems (E.G. Microsoft Access/Excel).
• Sorting incoming post and taking appropriate action.
• Use knowledge of National and local waiting time standards and liaise with clinical staff to ensure breach does not occur.
• Use appropriate EPR functions to locate and list patient appointment arrangements.
• Arrange patient transport/translators where appropriate in line with Trusts protocol.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner. Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic. Provide full clinic preparation for patient notes. Liaising with medical records and staff within the hospital to ensure that all notes and referral letters are available for clinic at
  least 24hrs before clinic, including all necessary information for the appointment (last letter, diagnostic results).
• Deliver for review all outpatient referrals from GP's on the E Referral system, working with clinical teams to ensure that timely triage of these referrals is undertaken.
• Booking all diagnostic tests requested in line with the clinic rules, patient needs and Consultant requirements.
• Using the hospital EPR system to obtain and returning health records for authorised users from various departments within the hospital.
• Contribute to the development, maintenance and implementation of local policies and operating procedures.

Person specification Experience & Skills

• MS office and applications (including Word, Excel and Outlook)

Qualifications

• GCSE or equivalent in English and Maths, grades A-C

Communication Skills

• Excellent customer care and communication
• Ability to adapt communication style as required

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e recruitment system; therefore you should check your emails regularly including junk mail folders in web based email products.

No unsolicited recruitment agency telephone calls or emails.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Band 5 Nurse and Band 2 Healthcare Support Worker recruitment is centralised, meaning when you apply you will be considered for a number of roles across the Trust. If you have any questions please email:.

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