Clinical Administrative Coordinator

3 weeks ago

Northampton, Northamptonshire, United Kingdom Northampton General Hospital Full time

Job Overview

The role of Clinical Administrative Coordinator is pivotal in delivering high-quality, confidential administrative and secretarial support to the Consultant and clinical team on a daily basis.

You will operate autonomously in a dynamic administrative landscape, managing multiple tasks with shifting priorities.

Your communication skills will be essential as you interact with patients, internal teams, and external stakeholders across various levels of seniority.

This position entails overseeing a patient caseload for your clinical team while also managing, scheduling, and organizing elective theatre lists.

Key Responsibilities

The individual in this position will be responsible for delivering a comprehensive, efficient, and confidential secretarial service to a team of consultants, clinicians, and nursing staff.

Major responsibilities include ongoing communication with consultants, medical personnel, patients, other administrative teams, General Practitioners, external organizations, ward staff, and theatre personnel.

A significant level of initiative is expected in organizing your workload and making decisions within defined parameters.

You will handle incoming calls and inquiries from key contacts, addressing issues, queries, or complaints, scheduling appointments, and coordinating visits and meetings as necessary.

About Northampton General Hospital

Northampton General Hospital is a leading employer in the region, committed to continuous improvement and modernization. We are collaborating with Kettering General Hospital NHS Foundation Trust to form University Hospitals of Northamptonshire.

Our Core Values include:

  • Compassion
  • Accountability
  • Respect
  • Integrity
  • Courage

We strive to recruit top talent to enhance our services across University Hospitals of Northamptonshire and unlock the full potential of our workforce. We are dedicated to inclusive communication and outreach to all communities.

The Hospital Group actively encourages applications from individuals representing all protected groups, particularly those from BAME, Disabled, and LGBTQ+ backgrounds, as these groups are currently underrepresented in our workforce.

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

We have established active Networks to promote and support staff from all backgrounds, ensuring everyone feels valued and has a sense of belonging within Kettering and Northampton General Hospitals.

Job Duties

Responsibilities include coordinating the daily management and upkeep of the patient elective pathway in alignment with the Patient Access Policy.

You will receive and respond to telephone inquiries, addressing issues and resolving situations to prevent ongoing complications or complaints within the service. You will manage queries, schedule appointments, and arrange visits and meetings as required.

As a Clinical Administrative Coordinator, you will maintain consultant schedules, assist in organizing consultant workloads, and communicate with relevant parties regarding planning and rescheduling tasks.

You will provide accurate and efficient typing services from an audio dictation system, producing letters, results, discharge summaries, reports, and general correspondence within the Trust's target timeframe.

Responsibilities also include sorting incoming mail for consultants, handling non-clinical matters, and performing general administrative tasks.

You will select cases for theatre lists according to established guidelines, ensuring compliance with national and local targets.

You will inform patients of pre-operative requirements based on theatre scheduling.

You will address all patient inquiries regarding cancellations, rescheduling, holiday bookings, and suspensions.

Your role will involve contacting patients to confirm convenient admission dates in accordance with scheduled admissions.

You will advise patients on the pre-operative assessment process and isolation requirements prior to surgery.

You will manage waiting list entries, adhering to elective policies, and amend pathways according to each patient's complexities. You will also remove and re-establish waiting list entries as patients become ready for surgery.

Collaboration with clinicians regarding patient scheduling and case mix will be essential to ensure optimal utilization of theatre lists.

You will be responsible for generating operating lists for individual sessions, including special instructions, and distributing them to designated areas promptly.

You will inform theatre staff of any specialized equipment needed as directed by medical personnel and arrange for appropriate representatives to be present during surgeries.

Accurate inputting, updating, and monitoring of patient-related information on the computerized Patient Administration System will be part of your duties.

You will maintain records of patients canceled on the day of surgery to ensure they are rescheduled within the national target of 28 days.

Close collaboration with the Medical Secretarial team and Health Records clerks will be necessary to develop an efficient team that effectively supports the Directorate.

Timely processing of all incoming and outgoing mail will also be your responsibility.

You will serve as a mentor for newly recruited staff, introducing them to departmental practices and procedures.

Your role will be dynamic, providing assistance and coverage for team members during absences.

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