Clinic Management Co-ordinator

3 weeks ago

Aylesbury, United Kingdom Buckinghamshire Healthcare NHS Trust Full time

An exciting opportunity has arisen for an enthusiastic, personable, dynamic and self-motivated individual, to join the Respiratory Team as a Clinic Management Coordinator.

To co-ordinate information from various sources, included Health Rota and others, to ensure that Consultant diaries are maintained, and clinical sessions optimised. This will involve identifying the need for both cancellation and reinstatement of clinical sessions and working with clinician rotas.

To work closely with Senior Medical Secretary in order to provide a cohesive and effective service within the speciality.

To manage the day to day delivery of an administration service, using monitoring tools and problem-solving skills.
- Buckinghamshire Healthcare NHS Trust (BHT) is an integrated provider of acute hospital and community services for people living in Buckinghamshire and the surrounding area.

**We care for over half a million patients every year**:

- provide specialist spinal services at our world renowned National Spinal Injuries Centre at Stoke Mandeville Hospital, the birthplace of the Paralympics
- nationally recognised for urology and skin cancer services
- regional specialist centre for burns, plastic surgery, dermatology, stroke and cardiac services
- deliver community services in health centres, schools, patients’ own homes, community hospitals and community hubs.

More than 6,000 people from different nations, cultures and backgrounds work for us.

We pride ourselves in being a great place to work - and invite you to join our BHT family.
- Prepare the agenda for departmental business meetings, including logging action points and notes.
- To work to the agreed standards and templates for each specialty/department
- In the absence of the Senior Medical Secretary (or as appropriately delegated) to receive and open Consultant/medical staff’s mail, to action routine/non-routine and urgent correspondence and drawing the necessary items to the attention of the person concerned.
- Maintain consultant diaries and calendars
- To assist with the daily management of clinic lists and booking of priority patients. This will involve, when necessary, patient validation.
- To exercise initiative in dealing with enquiries from patients/relatives, general practitioners and individual departments both on the telephone and in person. Reassuring patients, carers and relatives, if appropriate, waiting for appointments, test results and commencement of treatment. To take appropriate action where required.
- Input Clinician shifts on Health Rota system.
- Liaise with Medicine Rota Team with regards to clinician’s rota and leave.
- Using Trust seeker system for clinic rooms and clinic cancellations. Working with Service Manager to identify adhoc clinic rooms needed.
- To act as part of a departmental team; thus, providing secretarial and administrative services, as necessary, for colleagues in their absence
- Escalate unscheduled clinical absences, which affect clinical activity, to Service Manager.
- Any other tasks as may be agreed between the post holder and the Service Manager in the future
- Liaise with Clinicians and Service Manager on a regular basis.
- Alongside medical staff and Service Manager, deal with or escalate as appropriate, complex issues that require resolution
- Cover administration duties and staff management duties of the Senior Medical Secretary in their absence.
- To take telephone calls and to take appropriate action as and when required. This will include passing on accurate messages to other staff.
- To be responsible for self-development of skills and competencies through participation in learning and development activities and to maintain up to date technical and professional knowledge relevant to the post
- Participate in relevant meetings
- Contribute to achievement departmental and divisional objective and goals
- Develop working relationships with SDU Lead, Consultants, Registrars, Trainees, Medical Secretaries and Service Manager
- Manage own workload, including prioritisation of tasks, active independently, on a daily basis, and refer to the Service Manager for advice if necessary
- Undertake any other duties, commensurate with Band 4 grade, as requested by Service Manager.

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