Gynaecology Appointments Officer
Posted 2 days 3 hours ago by NHS
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.
Main duties of the job- Receive and deal with confidential 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.
- All staff may be required to cross-cover other aspects of the service, i.e. Colposcopy/Hysteroscopy, Ante-natal, etc. according to service need and as directed by the Team Leader and Service Line Manager.
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on . We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job responsibilities- Receive referral letters from GPs via the consultants and organise priority of action.
- Consult General Practitioners if there are discrepancies in referral letters.
- Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur.
- Regularly use the electronic referral service (eRS) system to accept/redirect/reject appointments as according to guidelines.
- Manage TAL reports received from Administration Manager and inform them of any problems or queries.
- Maintain outpatient waiting lists. Ensure that all referrals are put onto iPMS following the guidelines set out in the Trusts waiting list policy.
- Invite new patients 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 using the follow up waiting list.
- As required, telephone patients with urgent/last minute appointments.
- Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
- Receive and distribute mail accordingly.
- Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
- Notify appropriate outpatient staff of changes/cancellations to clinics.
- Follow procedures for: requesting case notes, organising contents of case notes, requesting/amending transport bookings, requesting and printing clinic attendance lists.
- Ensure all case notes arriving into and departing from the department are traced on iPMS.
- Reception for the outpatient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow up waiting list.
- 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 AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner
- Good level of ability to use computerised systems
- Demonstrable experience in working with the general public
- Demonstrable experience in the use of Microsoft office
- Proven knowledge of Data Protection and GDPR
- Demonstrable experience in working with the general public
- Proven knowledge of patient management systems
- Demonstrable experience of using databases
- Proven understanding of RTT management in line with Trust standards
- Proven use of PTL management
- Educated to NVQ Level 2 in Business Administration or equivalent standard of qualification/ equivalent demonstrable experience
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Organisational skills
- Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
- Able to work calmly and methodically when in a busy environment from busy workload
- Willingness to undertake further training and development
- Understanding the Trust's waiting list policy within the work place
- Ability to work unsupervised
- Enthusiastic and motivated
- Adaptable and flexible
- Proactive, takes own initiative
- Excellent interpersonal skills
- Can remain calm and professional in busy environment
- Willingness to learn and develop in a challenging environment
- Flexibility to cover colleagues during absences
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.