Receptionist/ Appointments Officer

5 months ago


Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

The Specialist Paediatrics Team have a vacancy for 2 x Full Time Appointments Officer/Receptionists to work in our Children’s and Young People Outpatient Department, level 12. The post is interesting and varied and requires an ability to work as part of an Appointments Team.

Training is provided for the various information technology systems used within the Trust although previous proven knowledge would be an advantage.

If you would like any further information and an informal chat, please contact, Samantha Stringer, Appointments Team Leader, Tel 437674 or Teresa Macdonald, Administration Manager, Tel; 430101.

**Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**
- To provide a clerical service to the ward and assist nursing staff in reception of families and visitors to the ward.
- Provide administration support to the team of nursing and clinical staff working within CYPOD
- To liaise with other departments providing necessary notes, referral information and results for medical nursing staff.
- Responsible for the booking, preparing and reception of out-patient clinics.
- Liaise with consultants, junior medical staff, medical secretaries, central records library and out-patient staff.
- Responsible to undertake the role of appointment officer for Consultant Paediatricians, Visiting Consultant Teams and their support staff. Working within a team.
- Work to the Trust values - Leading with excellence, caring with compassion
- Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc
- Attend statutory, essential and mandatory training
- Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.

1. Receive referral letters from GPs via the consultants and organise priority of action.
2. To receive and welcome parents, children and visitors to the department
3. Answering telephone enquiries in conjunction with, and under the direction of, nursing staff.
4. Consult General Practitioners if there are discrepancies in referral letters.
5. Register new patients on IPMS (Information Patient Management System), ensuring double registration does not occur.
6. Maintain out-patient waiting lists. Ensure that all referrals are put onto IPMS following the guidelines set out in the Trust’s Waiting List Policy.
7. Ensure Choose and Book patients are correctly appointed on IPMS and send confirmation letters to the patient.
8. Prepare hospital notes and Thin Files for clinics in line with Trust Waiting List and Directorate Policies.
9. Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinician’s booking rules.
10. Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinician’s booking rules.
11. Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures.
12. As required, telephone patients with urgent/last minute appointments.
13. Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
14. Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
15. Notify appropriate out-patient staff of changes/cancellations to clinics.

**16. Follow procedures for**: requesting case notes & organizing contents of case notes, requesting and printing clinic attendance lists.
17. Ensure all case notes and Thin Files arriving into and departing from the department are traced on IPMS.
18. Reception for the out-patient clinics. Book follow-up appointments when instructed to do so by the consultant or place on follow-up waiting list.
19. To ensure there is adequate stationery and request supplies with relevant admin personnel.
20. To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager.
21. As required entering admissions and discharges on IPMS, including in-patients and day cases.
22. To carry out any other clerical duties as determined by the line manager.
23. Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance Notes) notifying the line manager of relevant issues in a timely manner.

COMMUNICATIONS & WORKING RELATIONSHIPS
1. Receive and deal with confidential and sensitive telephone enquiries from patients. Be able to handle patient complaints.
2. Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
3. To be a team member within the office and able to multi skill within the various areas.
4. To work closely with other admin and cleri



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