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Colposcopy Administrator
4 months ago
The post holder will be required to provide high quality clerical and administrative support as a member of the Colposcopy Screening Service within Gynaecology.
- Contact with patient, GP’s and other relevant external agencies.
- Ensure that a comprehensive and user-friendly service is delivered, which meets the recognised national standards for Colposcopy and will work closely with the Colposcopy Coordinator and Colposcopy Governance.
- Responsibility for booking referrals, appointments and follow-ups.
- Responsibility for data entry and that the data is complete, accurate and entered on to the Colposcopy Database Systems.
- Provide administrative support to the multi-disciplinary team involved in the running of the Colposcopy Service across all sites, including the provision of support for the MDT’s, including data input of MDT outcomes.
- The post holder will be required to have good interpersonal skills, effective verbal and written communication, polite and courteous manner along with a professional attitude.
- Liaison with staff both within and outside the department, extensive contact with GP's, patients and other relevant external agencies.
- Responsibility for providing and receiving complex/sensitive information requiring tact, empathy and diplomacy.
- Respond to a high volume of external/internal enquires via personal, written and telephone queries.
- Excellent communication skills required.
London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.
Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.
**We run major acute services at**:
- Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country’s top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
- St Mark’s Hospital: an internationally renowned specialist centre for bowel disease
- Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
- Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.
**Referrals and Bookings**:
- To receive GP referrals, booking outpatient appointments, follow-up appointments on the Patient Administration System (PAS) in accordance with national guidelines and clinical instruction in a timely manner.
- To print and send out appointments to patients.
- To register new patients on PAS ensuring accuracy of information recorded.
- Establish and maintain records relating to new patients registered.
- Collect and retrieve any existing patient records from the Medical Records Department.
- To set up new Colposcopy file for every new patient.
- Cancelling and rebooking colposcopy appointments.
- Calling patient, GP and other stakeholders and confirmation of appointment.
- Answering and returning phone calls.
- Organise meetings and minute taking e.g. Multi-Disciplinary Team (MDT), CSPL Operational Business Meeting.
- Validate patient referrals.
- Ad-hoc administration for clinicians and consultants.
**Records management**:
- Pulling and prepping of notes for last minute ‘add ons’ (patient bookings)
- Uploading information on Compuscope i.e. results, appointment information, patients details
- Uploading patients’ cytology results from the initial referral.
- Ensure all results are promptly included in patient notes.
- To make available all records required for the patients appointment in the clinic.
- To ensure that all records are accurately refiled.
- To maintain the Colposcopy files at all times ensuring that all records removed are registered.
- To maintain confidentiality in the use of any patient’s records.
**Reception**:
- To provide a high standard reception service and general administrative support to designated clinic outpatient clinics, being the first point of contact to patients.
- To record the outcome of consultation on the PAS and book follow up appointments as determined by the medical/nursing staff.
- Accurately record the patients’ attendance in clinic, cashing up all clinics within a timely manner.
**Data**:
- To support the Colposcopy Coordinators and CSPL(s) in retrieving monthly, quarterly and annual data from database/systems e.g. KC65
- To support any manual collection of data is completed, compared and cross checked with IT data systems.
- To notify the CSPL(s), Colposcopy Coordinator of any possible trends identified while inputting data in respect of service waiting times to enable them to take immediate attention to remedy the trends.
- Liaise closely with the Colposcopy Coordinator with reference to the QA relating to the National Guidelines and give any assistance required.
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