Clinic Co-ordinator

1 month ago


London, United Kingdom Lewisham and Greenwich NHS Trust Full time

We are looking for a cheerful, conscientious and adaptable person to join our busy reception team in providing administrative support to Macmillan Brook Unit and Suite 8.

Applicants should have excellent communication skills, be self-motivated and able to make full use of the computer systems, including knowledge of Icare. Common sense and the ability to remain calm under pressure are essential attributes applicants will require for this post.

This is a busy area and a focal point for receiving patients and visitors. You will need to be able to work in a calm, logical and methodical way, be able to multi-task whilst dealing with frequent interruptions and will need to possess effective communication skills.

You should have good keyboard skills and have a good level of education with experience in Administrative and Clerical duties with good customer care skills.

This is a full-time post 37.5 hrs per week Monday to Friday 08.00-16.00 and 09.00-17.00 on alternate weeks.

You will work in close liaison with the Macmillan Brook Unit/Suite 8 team including the Administration Manager, Specialist Nurses, Clinicians and Health Care Assistants.

You will ensure there are efficient, effective, and clear pathways for patients on chemotherapy treatment and the safe running of the Unit.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream

**Job Summary**:
1. Accountable to the Administration Manager for the smooth running of the Macmillan Brook/Suite 8 Unit.
2. To provide effective team working by possessing a high standard of communications skills both written and oral. To be able to prioritise their own workload with a good working knowledge of computer systems with the ability to be diplomatic at all times.
3. To contribute to the standard operating procedures of the service.
4. The work as part of the Cancer service within Lewisham and Greenwich Healthcare NHS Trust to facilitate, co-ordinate and support the nursing and clinical team to enable high standards of care to be delivered to patients and families.

**Key Result Areas & Performance**:

- To be accountable to the Administration Manager for the day to day running of the department
- To inform the Administration Manager of any untoward incident or occurrence so that remedial action can be taken at the earliest opportunity
- To be aware and comply with departmental policies and protocols
- To communicate with colleagues, healthcare professionals and patients in a polite and courteous manner, showing the degree of professionalism expected
- Under the supervision of the Administration Manager ensure that clinics are maintained and adjusted in line with clinician’s annual and study leave. This may involve cancelling and rescheduling of clinics as necessary. Compile forward planning sheets of clinics as requested
- Following receipt of new patient referral letters make new patient appointments ensuring that new patient encounters are created as per standard operating procedures.
- Working with the Administration Manager supporting all members of the unit team to ensure that all services are adequately covered i.e. ensuring that there is adequate cover for the HCA’s
- To be responsible for the prepping of medical records in accordance with Trust standards pulled for clinic and that they are prepped and fit for purpose, where necessary amalgamating and re-foldering and that the notes are set out as per Lewisham and Greenwich NHS Trust casenote keeping procedure.
- Ensure the clinical areas are prepped for each clinic session by running the taps in the clinical rooms each morning (QEH site only), checking each morning and evening that the clinical rooms are clean and well maintained with adequate stock.
- Provide, at all times, a welcoming, supportive and caring environment for patients, relatives and visitors.
- Regular update of the kiosk self-checking in system.
- Check every patient for any changes of recorded information and update accordingly
- Ensure all patients are weighted on arrival or heighted as appropriate.
- Ensure that medical notes are pulled for each patient on arrival and once pulled are maintained under strict time order under correct c



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