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Clerical Officer
5 months ago
The Royal Eye Infirmary (REI) is looking for a Clerical Officer to join the administration and clerical team in the Ophthalmology department.
You will have excellent organisational, administrative and communication skills, to which this post will provide a wealth of opportunities to expand and develop. Qualifications required a good level of general education.
For further information please contact MTC Admin Team Leader Donna Collins on 01752 439354 or Benjamin Porter on 01752 439313.
The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Casenote, Information Governance, iPM & Medisoft training. Please refer to the job description for other main duties of this role.
**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.**
- The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Casenote, Information Governance, iPM & Medisoft training.
- To ensure that a firm understanding is obtained of all administration processes in the Referral to Treatment Access policy and APN’s (Administration Procedure Notes) and be able to work to this level. (In house manuals are available for reference).
- The post holder would have direct patient contact and therefore may come into contact with unpleasant working conditions, due to patients being ill or injured. The post holder would also need empathy and tact to deal with patients that may be anxious, angry or upset.
- To ensure the patient’s details are up to date on both the computer system and update front sheet and labels of Health Record Folder notes as necessary.
- To add patients to the follow up waiting list when the appointment is needed.
- To make follow up appointments within designated time frame according to the consultant requirements and clinic booking rules.
- In compliance with the Referral to Treatment Access Policy ensure all follow up appointments and follow up waiting list entries have the relevant RTT code added to iPM.
- The post holder must advise their Team Leader if the clinic capacity is insufficient to accommodate the number of appointments required and ensure the Team Leader is kept informed at all times.
- To record the appointment outcome onto iPM system within 24 hours of appointment and input procedure code for the procedure that has taken place during the patient’s consultation.
- To refresh iPM ‘Day Clinic View’ regularly to identify any missing outcomes. This needs to be completed several times a session to ensure each clinic is ‘Cashed up’.
- To chase any DNA/Outcome forms during each session to ensure that data is recorded on iPM correctly in accordance with the Referral to Treatment Access Policy.
- To deal with telephone and verbal enquiries from patients, relatives, consultants, other departments and GP practices in a courteous manner, seeking advice when required.
- To manage and action out of hours reminder requests as appropriate. This will include cancelling and rearranging appointments.
- The postholder will need to use the different functions on Medisoft daily ensuring that the clinic letters / episodes are printed when needed, relevant documentation including consent forms are uploaded onto Medisoft and the appointments are booked or amended as appropriate.
- To assist patients with any queries relating to Hospital Transport.
- To organise translators/interpreters as required when booking patient appointments.
- To ensure that patients not eligible for treatment in the hospital complete the appropriate process g. overseas visitors.
- To admit and discharge patients who are attending for minor operations adding the appropriate procedure code where necessary.
- Tracing in and out all patient casenotes within the department.
- To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged patient casenotes.
- To ensure that an individual performance review is obtained from the supervising line manager on an annual basis.
- To assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
- Provide support to other admin areas within the Royal Eye Infirmary in the event of sickness, annual leave or vacancies.
- To provide administrative support alongside the nursing team when the needs of the service require this.
- To compile and sort patient clinic attendance sheets and be responsible for checking that clinics have been received into Reception.
- To receive and welcome patients and relatives to the department and direct to appropriate waiting area.
- To ensure the In Touch system is kept up to date for when patients arrive using the Self Check In Kiosks in the reception areas.
- To answer the Urgent Care phone obtaining the pat
