Clinic Coordinator

2 weeks ago

Stevenage, United Kingdom Hertfordshire Community NHS Trust Full time

The ACTIVATE for CFS and Persistent Pain team sits within MSK Services providing tailored care for East and North Herts Patients.

ACTIVATE for CFS and Persistent Pain is comprised of a specialist, multidisciplinary team of clinicians (including a Consultant Psychologist, Occupational Therapists and Physiotherapists), highly experienced in working with patients who have CFS and/or chronic pain. The psychology-led service is a self-management service offering a range of interventions aimed at enabling individuals to self-manage their CFS / Fibromyalgia / Persistent Pain more effectively in order to reduce the impact of their condition and improve their quality of life. All interventions are NICE recognised and delivered either individually or in groups dependent on patient need.

The Clinic Coordinator for this service is required to give support to the Senior Clinic co-ordinator, clinicians and service users. The cohort and diversity of requires excellent communication skills and with a professional approach support the complexity of workload.
1. The role will undertake a wide range of administrative tasks to support the Clinic Co-ordinator, along with responsibility for a number of delegated duties as part of a specialist service programme including the Long Covid.
2. To deal with enquiries both by telephone and in person from patients which can be emotional, experiencing destressing/ situations in an empathetic, helpful, effective and efficient manner, exercising sensitivity and proactively whilst retaining professionalism and taking action where appropriate.
3. To administratively support the patient, ACTIVATE for Chronic Fatigue & Persistent Pain Management Clinic pathways, interacting with patients in a clear way to achieve best outcome.
4. Assist team members with the sourcing of information including communicating with GPs to gain confidential patient information in advance of patient appointments.
5. Managing of correspondence and workload priorities to ensure deadlines are met.
6. To assist service delivery in preparing and setting up, meet and greet patients to therapy group sessions.
7. Prepare hand-outs for delivery to patients following Group Therapy sessions.
8. To manage follow-up system, following patient therapy sessions.

A big thank you for considering joining us at Hertfordshire Community NHS Trust. You’ll find it a great place to work with many benefits offered to you as a member of our staff

We put our patients, their families and carers at the centre of our vision - Outstanding Services and Healthier Communities
Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision
We welcome diversity in our workforce and are interested in applicants from all backgrounds and ages

**Generic to MSK Clinic Co-ordinator roles**:
2. Set up and manage diary ledger using computerised SystmOne (S1) appropriately.
3. Ensure all new and follow-up appointment slots are booked appropriately and monitored on a daily basis.
4. Manage patient waiting lists on S1, prioritising patients as directed by the Operational and clinical leads.
5. Send out appropriate letters using S1 to patients regarding appointments.
6. Monitor waiting lists to ensure there are no breaches, alerting operational and clinical leads to any potential breaches.
7. Ensure all DNA patients are appropriately recorded and discharged from S1.
8. Cancel and reschedule patients and clinics with priority when clinical staff are unable to attend using S1.
9. Ensure all patients discharged by the therapists are discharged from S1.
10. Answer telephone enquires (from stakeholders incl. Patients, GPs) directing and responding where necessary to ensure caller’s needs are met.
11. Take messages from answer phone and respond promptly and efficiently.
12. Sort and process incoming and outgoing post ensuring dispatch and delivery in a timely manner.
13. Send out patient text messages for the collation of Patient feedback.
14. Operate office equipment (photocopier, laminator, W.P.), to support work of the department.
15. Support Clinical staff with IT related issues.
16. Manage priorities for work and to plan and organise work efficiently and effectively.
17. To input all relevant patient data onto computer using S1.
18. Recall patient notes from Restore Archive System in the event of access to records requests.
1. Attend and participate in regular administrative and service meetings.
1. To be responsible for the day to day support of local clinic activity.

The job holder will be required to administratively support other MSK Services in the event of absence within the wider MSK administration team.

Word versions of documents are available if needed to allow for any adaptations to be made i.e. font, colour, background, convert to Read Aloud.

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