Appointment Co-ordinator X-ray, Wrh

5 months ago


Worcester, United Kingdom Worcestershire Acute Hospitals NHS Trust Full time

**Job Purpose**: The post holder will assist in providing an efficient booking service for the booking of appointments for Radiology presently this is for CT, plainfilms, fluoroscopy, appointments but may include other modalities such as MRI Ultrasound (including Obstetric)and any other examinations performed. On occasion the post holder may be asked to assist in reception duties for patients attending the x-ray department. The post holder will reflect the commitment of the Directorate to customer care and quality, ensuring that all visitors are greeted in a welcoming manner. Key Duties: Responsible for the registration of patients who attend for examination, using the Radiology Information System (RIS) to check patient data is correct in accordance with department protocols, where necessary updating such information, checking that the examinations have not been done elsewhere in the Trust, ensuring that each record has the correct patients hospital number and requesting relevant old films where necessary.

Complying with IR(ME)R regulations as advised by the Office Manager. Responsible for alerting clinical staff with regards to any patient alarms as indicated on RIS or advised by the patient or referrer. Liaising with diagnostic rooms in cases of delays or sudden peaks in patient arrivals. Ascertaining the needs of patients and visitors and taking appropriate action, such as advising on waiting times and how to obtain results of examinations.

Ensure that the post is opened as soon as received and distributed the same day. Ensuring that all referrals are entered onto the RIS on the day the post is received whether that is a paper referral/letter or received electronically, prior to the appointment letter being sent. Ensuring that all electronic orders (ICE) are accepted and dealt with appropriately in accordance with protocols and Dept policies as soon as delivered onto the Radiology System. Escalating when problems are seen so there are no delays.

Ensuring that referrals are vetted regularly so that appointments can be allotted. Flagging/escalating any issues promptly. Dealing with telephone and reception queries from patients, staff and General Practitioners. This will include advice regarding preparation for special examinations and taking details for cancellations and ensuring they are acted upon and RIS is updated accordingly.

Working to the agreed booking SOP (Standard Operating Policy) for the modality and being involved in changes to the SOP to ensure it is a workable policy. Checking letters are sent within Trust guidelines giving patients sufficient notice. Re-scheduling appointments with patients over the phone or by sending new letters. Checking for SMS text replies from patients regarding booked appointments and dealing with these appropriately, telephoning patients if more information is needed prior to rebooking or returning referrals back to requesters.

Ensuring that any day lists are printed and given to the Radiographers as required. Booking beds for patients who require day-case beds for procedures and liaising with Medical secretaries to ensue beds and patient care/ management is correctly in place Advising referring clinicians when a patient has failed to attend for their appointment or if a referral is unjustified and rejected by the clinical team. Daily keeping a record of the number of referrals received for audit purposes and monthly doing a count of all patients on the waiting list to calculate waiting times, when requested. Assisting the Sonographers, Radiographers and Radiologist in obtaining information regarding patients due for US, CT or MRI (or any other modality), to include obtaining patients notes and imaging from other hospitals.

Maintaining a cancellation list and ring patients to attend at short notice when requested by the clinical team. Sending and checking images received for any patients passed onto any outsourcing department/hospital to assist with waiting list and breaches. Flagging any beaches in cancer patient waits targets as agreed within the department and following agreed SOPs in how to manage the service and escalate issues. Ensuring that planned patients are vetted as per agreement and ready to book before the month they are due.

Covering all appointment and reception areas during holiday or other absences and offering assistance to other clerical staff covering on a temporary basis. Ensuring that the reception is staffed at all times and informing the Office Manager of any problems.



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