Radiology Clerical Supervisor

To supervise the inputting of data and maintain the integrity of data held in the IT systems used within Radiology (Radiology Information System (CRIS), Hospital Information System (ECAMIS), Picture Archiving and Communication System (PACS) and the Hospital Results System (ICE)). To ensure that all patients are accurately registered on the Radiology Information System (CRIS) in line with the One Patient, One Record policy and clinical alert documentation such as special needs is completed as necessary. Registrations must be done on CAMIS. Ability to amend or amalgamate patient records as per department protocol.

To supervise the recording of all requests coming into the department in an accurate and timely manner using both electronic and manual systems. Ensure all requests have been justified by the appropriate person prior to being accepted and an appointment being booked. All requests must be scanned on to the CRIS system prior to and after protocol. To supervise the return of unjustified/wrong patient requests back to the referrer in line with department protocol ensuring the reason is appropriately communicated to the referrer.

To supervise the arrangement of appointments for patients in accordance with Radiology guidelines and Trust Access Policy, contacting patients by telephone as and where possible communicating the details of the appointment and any preparation in language appropriate to that patient. This may include advice on diet, medication and how and when to take any preparations needed for the examination. To liaise with many different staff groups to arrange sometime complex tests/preparations needed prior to some more specialised examinations. This will require comprehension of some complex terminology and language.

To change/reschedule appointments at the request of patients or clinicians in line with Trust Access Policy. To manage and assist the main office staff who are responsible for booking examinations of varying degrees of complexity across multiple sites and examination rooms. Detailed guidelines need to be followed to ensure the patients and examination types are booked into the appropriate room or department. To supervise the booking of interpreters and transport in accordance with NGH protocol.

To communicate sometimes complex information regarding Radiology appointments and results to departments within the Hospital, and externally. To communicate with the IT Department to report faults/problems with the departments IT systems or interfaces often imparting complex or technical information. To supervise the implementation of manual procedures detailed in the departments disaster recovery and business continuity plans in the event of IT systems/network/power failure. The post holder would be expected to have some input into the production and update of the departmental disaster recovery and business continuity plan.

To supervise all office staffing ensuring quality standards are adhered to at all times. To present a positive image of the Trust at all times. To supervise the receiving of monies for private patients or emigration patients including the ability to use the chip and pin facility and collate the end of day receipts and paperwork for the finance department. To supervise all work procedures and ensure they are carried out in line with the departments SOPs and policies and where necessary, contribute to collation of new protocols and standards.

Liaise with Consultants and Superintendents when booking appointments to ensure examinations are booked onto the appropriate lists. Liaise with Cancer Services and Multi-Disciplinary Meetings, ensuring the images are available to view at these meetings. (Completed mainly electronically but some need for original films required). Deal with any monies received into the department.

Ensure end of day is completed daily so that receipts can be reconciled accurately. Attend meetings (leading office meetings in managers absence) with other administrative and clerical staff and actively contribute to the development of a quality patient-orientated service. To be aware of the Trusts complaints procedure and advise patients wishing to make a complaint or comment. To be able to work alone and unsupervised, requiring a significant amount of initiative.

To support and assist the Administration Manager in accurate recording of all sickness absences and time out records. To comply with the Trust and departmental risk management policies, raise incident reports and assist in risk assessments in and around the office. Maintenance of the office staffing rota and leave planning on a weekly basis to ensure adequate cover is provided for all key areas in the office. Be aware of the content of the major incident plan for the department knowing their roles and responsibilities.