Clinical Office Coordinator, Breast

3 months ago

Ashford, United Kingdom Ashford and St. Peter's Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen for a Clinical Office Co-ordinator to join our busy Breast Team. This is 6 month fixed term post to be part of a passionate and proactive team. The post includes general office duties, the booking of appointments and working closely alongside the Consultants and their teams to provide an excellent administrative service to our patients.

You will be required to use a number of systems including Surrey Safe Care (Cerner), Evolve and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.

**The Clinical Office Administrative Co-ordinator will provide**:
A comprehensive administrative service to the clinical office and clinical staff.

Organise their workload with the Consultants and Teams, coordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided.

Book appointments for the service across Breast, Medical Oncology and General Surgery and cross cover when necessary.

Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.

To work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trust’s Access Policy.

Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.

It is expected that Clinical Office Administrative Co-ordinators are fully able to fulfil the role of the Clinical Office Administrator when required.

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.

To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

To highlight any potential breaches or delays in the patient’s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust’s escalation policy.

To liaise directly with patients to book, cancel, and rebook any outpatient appointments.

To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.

Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care (Cerner).

Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

Manage changes in clinic templates as directed by the Service Manager.

Attend regular team meetings arranged by Team Leader.

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

Provide a fast and accurate clinical correspondence secretarial/admin. service with proficient use of appropriate software and systems to meet the required Trust’s standard of work. As appropriate, prepare straightforward replies and requests for Consultant teams.

To use new working systems within the Clinical Office to promote an efficient service, ie the outsourced transcription service, e-correspondence to PCT GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives.

Using various systems such as Surrey Safe Care (Cerner), and Evolve (Electronic Medical Records) to help manage the 18 week patient pathway. Ensure changes notified by patients are added accurately and immediately, in accordance with required Trust standards of work.

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