Appointments Clerk

7 months ago


Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

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.**
- To provide administration and reception duties for the maternity ultrasound and antenatal clinic areas.
- Responsible for the booking, preparing and reception of outpatient clinics.
- Liaise with consultants, junior medical staff, medical secretaries, central records library and outpatient staff.
- Provide an efficient and reliable service in line with national targets, meeting Trust standards.
- To provide administration support to the early dating scan appointments and first trimester screening programme.

To work in collaboration with staff in other areas of the Care Group and Trust to facilitate a streamline service for patients.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- Receive referral forms from GPs and Midwives and ensure these are prioritised.
- Register new patients on iPMS system, ensuring double registration does not occur
- Maintain outpatient waiting lists. Ensure all referrals are put onto iPMS following appropriate guidelines.
- Book new and follow up appointments using the computerised IPMS system, following the guidelines set out in the Trusts waiting list policy
- Answer telephone calls between specific times for early dating scan appointments, operating a fully booked system with the patients.
- Assist with the administration of the first trimester screening programme, following guidelines set out by the Care Group.
- As required, telephone patients with urgent/last minute appointments.
- To undertake reception duties.
- Liaise with the Imaging Directorate Departments regarding amnio’s, dating and detailed scans
- Dispatch appointment letters as necessary
- Prepare clinic pulling lists /notes for future clinic appointments.
- 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.
- Take appropriate action when clinic capacity alters (i.e., cancellations of sessions, over bookings)
- Follow procedures for: requesting hospital notes, requesting transport/amending transport bookings.
- Preparation of medical notes prior to clinic
- Liaise with medical professionals regarding detailed scans and amnio’s
- Assist the Ante-natal screening co-ordinator midwife regarding general administration including audits and typing routine letters.
- Rotate with other staff members within the Care Group to ensure flexibility within the team.
- To cover within the office in times of sickness / annual leave
- Lunch time cover for maternity reception as and when required.
- Other duties as appropriate to the post.


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