Clinical Office Coordinator, Dermatology: Guildford

6 months ago

Guildford, United Kingdom Ashford and St. Peter's Hospitals NHS Foundation Trust Full time

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.

We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.

We can offer you the full range of NHS benefits/discounts and in addition:
Excellent pension scheme and annual leave entitlement

On-site Nurseries

On-site staff cafes

On-site parking

Support in career development

Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics

**For more information about a career at ASPH please visit**:
**Pathway responsibilities**:
Using Luna on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.

To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.

For all internal C2C referrals, responsible for raising C2C form and submitting it to appropriate specialty within 48 hours of referral.

To highlight any potential breaches or delays in the patient’s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust’s escalation policy.

Attend regular team meetings arranged by Team Leader (e.g. PTL meetings).

Competent use of Patient Centre, in particular in relation to the 18 week patient pathway, after training in accordance with required Trust standards of work. Ensure changes notified by patients are added accurately and immediately.

**Clinic responsibilities**:
To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales.

To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates, taking into consideration of 18 week and cancer targets.

To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments.

Responsible for checking all clinic letters are completed accurately, and outcomes cashed up on Patient Centre within 5 days of clinic.

Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

Manage changes in clinic templates as directed by Team Leader/Service Manager. This includes ad-hoc clinics and co-ordinating changes to clinics with Team Leader.

Responsible for ensuring that all clinical activity (including those held at other trusts/organisations) are reduced/ cancelled when necessary, adhering to relevant procedures, notifying managers and other consultants within the department of any planned leave (inc sick, study & professional leave) for consultants.

**General responsibilities**:
As part of a team with other Clinical Office Administrative Co-ordinators, provide secretarial/admin cover from Monday to Friday each week within the specialty.

General office duties including filing, photocopying, scanning & answering the phones.

Provide a fast and accurate clinical correspondence secretarial/admin service with proficient use of appropriate software and systems to meet the required Trust’s standard of work. As appropriate, prepare straightforward replies and requests for consultant teams.

Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).

To use new working systems within the Clinical Office to promote a

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