Senior Clerical Officer

1 day ago

Sheffield, United Kingdom Sheffield Teaching Hospitals NHS Foundation Trust Full time

The Department of Psychological Services are looking to expand their small admin team to include a Senior Clerical Officer. The post holder will be responsible for overseeing the administration of Psychological Services. We are therefore looking for someone who is excellent at building and maintaining strong relationships and is organised and methodical in their work.

We looking for someone who is adaptable to change, able to think on their feet to help set up processes and ways of working to support efficient effective patient care.

The Senior Clerical Officer will have ownership of the Psychology pathway overseeing the administration from referral to discharge across STH. They will work with the Service lead and each of the clinical teams to provide excellent patient care with the support of the DPS Admin Supervisor.

The post holder along with the DPS Clerical Officers will provide a remote centralised efficient and effective clerical service for DPS including the management of outpatient referrals, booking of appointments, and typing of clinic letters, in line with Trust and Departmental standards.

The Department of Psychological Services consists of a range of Psychological Professionals, supported by Assistant Psychologists and a dedicated administrative and clerical team to provide psychological assessment, therapy and consultation for patients and staff within designated areas of Sheffield Teaching Hospitals NHS Trust.

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

MAIN DUTIES AND RESPONSIBILITIES

Handling receipt of referrals

Ensure all referrals into the service are dealt with efficiently in line with Trust procedures.

Use Lorenzo and National Tracing Service to search for previous records or register the patient as appropriate, ensuring accuracy in data entry and avoiding duplication of records.

Liaise with clinical staff to ensure referral letters are graded as per the agreed procedure.

Add the referral to the appropriate access plan ensuring all referral details are accurately recorded.

Communicate with patients, GP’s and other external organisations in relation to enquiries concerning appointments where on occasion there may be barriers to understanding and/or communication difficulties.

Occasional indirect exposure to emotional circumstances when dealing with referrals for patients.

Support the administration of Triage meetings.

Booking of appointments

Deal with telephone enquiries regarding the booking or changing of appointments.

Booking of appointments on Lorenzo and sending appropriate appointment letters to patients.

Arrange interpreters and/or transport for patients attending clinics as required.

Act as first point of contact both within the Trust and between the Trust, ICS sites, GPs, patients and all other relevant external organisation and agencies regarding outpatient appointments.

Outcome appointments timely and accurately in accordance with the Trust guidelines.

Management of clinics

Maintain referral and access plan lists and constantly monitor patients on the list to ensure all patients are seen within the required target dates.

Adjust appointments as per departmental guidelines, adding or amending appointments to maximise capacity to assist in effective utilisation.

Establish good levels of communication and liaison with other staff, departments and Trusts to ensure the smooth running of clinics.

Manage changes to clinics on Lorenzo including the cancellation and restructuring of existing clinics or arranging entirely new clinics.

Ensure each clinic appointment is correctly reconciled on the patient administration system and good data quality is maintained at all times.

Monitor and feed back issues concerning utilisation of capacity to achieve waiting times so that remedial action can be taken.

Secretarial duties

Be a point of contact for clinicians regarding their clinics.

To provide reception duties, meeting and greeting patients for their appointments.

Develop, implement and manage a local process for the management of clinician planned and unplanned leave, ensuring appropriate notice for clinic cancellations in line with Trust guidance.

To provide clerical support to the clinical team including typing of clinic letters/discharge summaries (including audio typing where required), booking in/out medical notes, accessing notes via EDMS, filing, photocopying, ordering supplies.

Process clinic letters in an accurate and timely manner in line with local standards.

General duties

Organise, operate and develop appropriate c

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