Clinic Coordinator

4 weeks ago

Leicester, United Kingdom University Hospitals of Leicester NHS Trust Full time

The post holder will be responsible for ensuring the effective day to day administration and co-ordination of clerical procedures concerning outpatient clinics in line with National Policy and locally agreed guidelines.

Specifically, the post holder will ensure that departmental systems and Division wide working practices involving the management of outpatient keep pace with organisational development activities.

Do you have good organisational skills?

Do you process excellent communication skills?

This is a varied and interesting role, you will be responsible for the flow of patients through outpatients clinics, processing referrals, preparation of medical notes, taking phone calls and the booking and cancelling of patient appointments.

You will be working closely with the medical and nursing team and you must possess excellent communication skills, working to deadlines and accurate keyboard skills are essential qualities that we are looking for.

We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children’s Hospital and run one of the country’s leading heart centres.

Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.

We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.

Our purpose is to provide ‘Caring at its best’ and our staff have helped us create a set of values that embody who we are and what we’re here to do. They are:

- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together

Our patients are at the heart of all we do and we believe that ‘Caring at its best’ is not just about the treatments and services we provide, but about giving our patients the best possible experience.

**About the University Hospitals of Leicester NHS Trust**: (leicestershospitals.nhs.uk)

See Supporting Documents for a more detailed job description and person specification.
- To receive and register all referrals on HISS within 24 hours and take responsibility for liaising with Consultants as to the urgency of appointment required.
- Be responsible for ensuring patients are put on to the relevant consultant’s / Nurse led clinics / waiting list and appropriate letters are sent out in keeping with Trust Policy
- To book from waiting list and arrange follow-up appointments as required by other hospitals, secretaries and wards
- To arrange new appointments on the HISS system in line with individual Consultant guidelines and agreed timescales
- To be responsible for the reduction or cancellation of outpatient clinics, liaising with medical staff in accordance with departmental guidelines
- To be responsible for the receipt of all investigation results received in the department, collating these and bringing them to the attention of the medical staff in the manner specific by each Consultant
- To make up case notes for patients who are new to the university Hospitals of Leicester
- To ensure that all relevant case notes, x-rays, test results and other information including data from other hospitals, is available for each patient’s visit
- To ensure all case notes and patient records are maintained in good condition
- To be responsible for the preparation of case notes for Outpatient Clinics in line with consultant guidelines and departmental procedures
- To search and request all missing notes in line with Division guidelines
- Ensure accurate and timely process of clinical and administrative correspondence (forms, clinic letters) from the consultants and medical staff teams
- Photocopying, filing or any administrative duties as deemed necessary to support the patient journey including booking appointments and preparation of medical records
- To provide a reception service to the patients on clinic utilising the HISS system to document their arrival / departure. Record patient clinic outcome at the end of their consultation and book any follow-up appointments and arrange investigations for patients
- Ensure accurate patient demographic information is sought at the clinic appointment and that both the hospital notes and HISS system are updated accordingly
- To liaise with the nurse in charge of clinic ensuring the patients are kept informed of any delays
- To follow-up any investigation results and received within agreed timescales
- To be responsible for queries and enquires regarding appointments
- To be responsible for transferring clinic case notes on TrackIT at the end of their clinic to appropriate destination
- To be aware

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