Outpatient Receptionist Support Clerk

To carry out clerical duties in all aspects of the computerised Health Records Service within the Warwick and Stratford Outpatient Departments giving support to patients, medical staff and the management process, maintaining an effective customer focused service.

To provide a knowledgeable, high quality, resource efficient and customer friendly reception point to the Department.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Principle duties will be amongst the following dependant on area of work
**on the day**:
- **Perform Booking duties**:

- Support the Booking Co-ordinators in contacting patients to attend appointments at short notice or when their appointments have to be cancelled or rescheduled if required.
- Accurately add patients to the appropriate inpatient or outpatient waiting list including processing inpatient booking forms and clinic outcome forms
- To book appointments and print off and send letters to patients i.e. confirmation letters, reschedule letters, did not attend letters as required
- Be aware of a patient’s 18 week pathway and the impact this will have when cancelling or rescheduling an appointment and ensuring the patient is informed.

**Perform Call handling duties as required**:

- Answer telephone in an efficient, prompt and polite manner
- Contact patients to attend appointments at short notice or when their appointments have to be cancelled
- Deal with queries and liaise with the Dedicated Clerks and all grades of staff in relation to appointment queries or slot capacity issues and transfer callers to relevant extensions where necessary
- Liaise with reception staff, notifying them of patient cancellations on the day of clinic
- Arrange transport/Interpreters for follow-up appointments where necessary
- Keep documentation up to date including clinic codes

**Perform Registration duties as required**:

- Register and change patient details which are incorrect on PAS - inter trust transfer process
- Process Referrals and all aspects therein. Input referral data onto the PAS system/referral database as required incorporating RTT status
- Print the e-Referrals Service referral letters
- Scan referral letters onto the relevant database

**Perform Cancer Services duties as required**:

- To process 2 week referrals for set specialties
- Contact patients to attend appointments at short notice or when their appointments have to be cancelled
- Scan referrals onto the relevant database
- Alert team leader/ line manager if no capacity to book within 2 week guidelines
- Input data into the Cancer Database
- Run and check reports as and when required

**Perform Reception duties as required**:

- View the Clinics prior to starting, make a note of any changes and pass this information to the nursing staff
- Check which waiting areas are designated for each clinic in the session
- Register patients onto the computer system, check their details and make any amendments as necessary i.e.: addresses, ethnic codes, telephone numbers etc. Print new labels for patient case notes with these updated details
- Relay to the patients on arrival details of any clinic delays and direct the patients to the appropriate designated waiting area
- Book follow-up appointments for patients and complete transport request forms as appropriate
- Outcome all clinic lists ensuring all data is recorded correctly i.e.: future appointments/codes and enter ad-hoc appointments onto database
- Find and enter necessary information for ‘Missing Data’ and the ‘Un-Outcomed’ report
- Take any outstanding appointment requests that require ‘force booking’ to the Outpatient Booking Centre
- Locate Inpatients for Visitors and direct Patients & Visitors to other Hospital areas
- Establish new system procedures as required
- Participate in audits
- To perform any other duties commensurate with the grade, as directed by the Team Leader or Assistant Manager - Outpatients
- Liaise directly with other unit departments to give or obtain information, including the reporting of maintenance or supply problems