Clinical Operations Coordinator

4 weeks ago

Northampton, Northamptonshire, United Kingdom Northampton General Hospital Full time

Position Overview

We are pleased to announce an opportunity for a full-time Clinical Operations Coordinator to become a vital part of our esteemed Gynaecology Coordinators team. We are in search of a highly organized and empathetic professional to oversee Consultant and Nurse Led Clinics within the Gynaecology Department.

The ideal candidate will possess a meticulous attention to detail, outstanding communication abilities, and strong organizational skills, demonstrating a commitment to delivering exceptional service to patients in a dynamic environment.

Key Responsibilities

The successful applicant will be a dedicated and proactive team member with superior organizational and communication capabilities. Familiarity with current NHS referral to treatment benchmarks would be beneficial. A clear understanding of confidentiality protocols is essential, along with a reliable and motivated work ethic. The candidate must effectively interpret and relay both verbal and written information while maintaining composure in high-pressure situations.

Responsibilities include:

  • Overseeing outpatient appointment scheduling, managing referrals, and coordinating clinic bookings.
  • Prioritizing personal and team workloads amidst fluctuating demands, ensuring deadlines are met while exercising initiative.
  • Ensuring timely processing of referrals and addressing inquiries from patients and healthcare professionals through various communication channels.
  • Supervising daily operations of Gynaecology appointments, fostering effective teamwork for optimal service delivery.

We are eager to welcome a new member to our Gynaecology Team.

About Our Organization

Northampton General Hospital stands as one of the largest employers in the region, embarking on an exciting transformation journey. Our divisions are dedicated to enhancing efficiency as we modernize and innovate. We have also formed a collaborative Group Model with a neighboring healthcare institution, evolving into University Hospitals of Northamptonshire.

Our Core Values

We are committed to recruiting top talent to deliver our services across University Hospitals of Northamptonshire, unlocking the full potential of every individual. Our organization values effective communication and strives to promote our vacancies to all communities.

We encourage applications from individuals representing all protected groups, particularly those from BAME, Disabled, and LGBTQ+ backgrounds, as these groups are currently underrepresented in our facilities.

We recognize the importance of collaborating with colleagues from diverse backgrounds to create an inclusive and supportive work environment.

Responsibilities Overview

The Clinical Operations Coordinator will be responsible for:

  • Processing outpatient referral letters promptly, ensuring accurate data entry into Trust systems.
  • Supporting the 2WW initiative by identifying additional appointment slots for the Gynaecology department.
  • Managing General Gynae Advice & Guidance inquiries.
  • Monitoring and acting on the Choose and Book referrals and ASI list.
  • Daily checking and actioning of ERS.
  • Maintaining accurate and current patient information on CAMIS.
  • Merging duplicate hospital records in accordance with established guidelines.
  • Utilizing the National Tracing Service to verify NHS numbers and patient details for accurate data collection.
  • Ensuring effective outpatient waiting list management in line with national waiting time targets.
  • Coordinating referrals for consultant and nurse triaging.
  • Overseeing the scheduling of new and follow-up outpatient appointments, ensuring patient and clinician requirements are met.
  • Arranging necessary investigations and additional tests as directed by clinicians.
  • Handling patient inquiries regarding appointment scheduling, modifications, or cancellations.
  • Confirming appointments through verbal communication and follow-up letters.
  • Collaborating with consultants and secretaries to manage clinic availability.
  • Assisting in the management of patient pathways to ensure timely treatment in accordance with national standards.
  • Preparing relevant correspondence and materials for clinical teams.
  • Filing documentation promptly and accurately.
  • Ensuring patient records are complete and up-to-date.
  • Coordinating clinic operations for effective time management.
  • Responding to inquiries within agreed timeframes and taking appropriate actions.
  • Collaborating with medical, nursing, and administrative staff to enhance patient care efficiency.
  • Contributing to waiting list management and data compilation as required.
  • Adhering to Trust and departmental policies and participating in policy reviews.
  • Providing general administrative support, including photocopying and filing.
  • Ensuring health records are accessible to medical staff as needed.
  • Liaising with other departments and healthcare agencies as necessary.
  • Utilizing computer systems in accordance with Trust policies.
  • Providing cross-cover during team absences in line with organizational policies.
  • Sorting and distributing daily correspondence as appropriate.

Candidate Profile

Essential Skills

  • Strong attention to detail and accuracy.
  • Excellent organizational skills with the ability to prioritize tasks effectively.
  • Capability to perform under pressure and meet deadlines.
  • Ability to foster effective working relationships across all staff levels.
  • Commitment to maintaining confidentiality at all times.
  • Proficient communication skills with all staff levels.

Knowledge & Experience

Essential

  • Strong written and verbal communication skills.
  • Professional and efficient telephone manner.
  • Proficiency in Microsoft Office applications, including Word and Outlook.
  • Planning and organizational skills for managing straightforward tasks and meetings.
  • Analytical skills for effective problem-solving.
  • Ability to work collaboratively within a team.
  • Experience in a busy office environment.
  • Familiarity with NHS operations.
  • Experience with CAMIS and E-referral systems.
  • Understanding of RTT pathways in accordance with NHS England standards.

Desirable Skills

  • Advanced keyboard proficiency.

Personal Attributes

Essential

  • Self-motivated and proactive.
  • Ability to take initiative.
  • Confidence in establishing and maintaining positive working relationships.
  • Sensitivity to patient needs and the ability to address them with care.

Educational Requirements

Essential

  • Minimum of 3 GCSEs at Grade C or above, including English and Mathematics or equivalent qualifications.
  • NVQ Level 3, RSA Level 3, or equivalent experience or qualifications.

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