Clerical Officer/receptionist

3 months ago


Leeds, United Kingdom Leeds Teaching Hospitals Full time

JOB PURPOSE/SUMMARY To provide a high standard of clerical/reception service to patients and the department, adhering to departmental guidelines and policies The post holder will receive and check documentation, reports, patient information, processing appropriately, within departmental guidelines, including entering information on to the appropriate IT system, and retrieve information as and when required. To process patient and other documentation To be the first point of contact for patients and other visitors to the department To provide an administrative / clerical service to the department / team to support the delivery of a high standard of service to patient, staff and trust departments. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY 1. Process patient correspondence /documentation, letter, reports and other documentation 2.

To greet patients and visitors to the department, providing an efficient and courteous service. 3. Check/enter patient details on the Patient Administration and other Systems. 4.

Prepare patient documentation for procession, including inputting or scanning 5. Report and respond to any system faults and errors. 6. Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situation / issues to appropriate line manager 7.

Answer general telephone enquiries and requests to retrieve patient and other documentation. 8. To ensure that requests for information are dealt with in an efficient and timely 9. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality 10.

Collect and deliver patient documentation/reports around Trust when required. 11. To deal with telephone and in-person queries from patient and relatives, Trust staff and external agencies 12. To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff 13.

**Assisting to maintain high standards of care, including**: - Maintain a safe working environment, reporting incidents, accidents, complaints Understand the need to maintain and respect patient confidentiality Participate in in-service training Participate in mandatory training annually Participate in annual performance appraisal 14. Visit and / or work at other designated Trust sites as required to ensure continuity of service / patient care 15. General officer work and any other duties assigned by the Supervisor / Team Leader or Manager, which may include: - Maintain appropriate / agreed levels of stock and non-stock items, including stationery Maintain diaries for senior staff Qualifications Literate and numerate Experience Previous clerical experience (desirable) Previous Reception / customer Care Experience (desirable) IT Skills / computer literate Training Willing to undergo job training as required on a range of Patient Administration and other systems. Participate in in-service and mandatory training Participate in annual performance appraisal with commitment to agreed PDP (personal development plan) Special Knowledge Insight into role and responsibilities of post Be fully conversant with Medical Records policies and procedures and have complete understanding of standards to be achieved Be aware of key indicators and service level agreements within the department Disposition / Attitude Able to work as part of a multidisciplinary team THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility.

They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally, the following are core values which relate specifically to this post: The jobholder will place a high value on the quality of service by ensuring that all patient documentation is received and checked, and processed appropriately, in line with departmental procedures Respect the contribution of all members within the team/department and the importance of working together to ensure a high standard of patient care Commitment to contributing to a quality service in an efficient and effective manner, implementing agreed improvements to reflect services needs/changes. Recognises the importance of Data Protection and confidentiality Be aware of what information can be disclosed to staff, patients and other agencies. Have understanding of Health and Safety rules and individual responsibilities in relation to acts and omissions Have a logical and problem solving approach to issues that arise Integrity, openness and honesty Able to work across both Trust main sites 6.

WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of



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