Appointments Co-ordinator

Job summary

Join ourteam, we pride ourselves in providing outstanding care to patients acrossHerefordshire and Worcestershire. We will provide you with resources to developand progress a long-term career as well as flexibility, continual professionaldevelopment as well as a wide range of wellbeing and support.

Contracted hours would be any four days between Mondayand Friday from 08:30 to 16:30

The role is working within medical records department andsupporting multiple service delivery units.

This role is based at Evesham Community Hospital.

If you wouldlike to discuss informally if this is the right role for you, get in touch withRecruiting Manager which can be found on the top right-hand side of theadvert.

Main duties of the job

Providea high standard of receptionist and general administrative support, to includefiling, emailing, phone calls, photocopying to designated outpatient clinics.

Becourteous and professional when dealing with patients, colleagues and otherstakeholders, adhering to service guidelines and standards.

Openand sort incoming mail.

Assesspatient eligibility for NHS treatment in accordance with Department of Healthand Trust policies and procedures.

Recordthe patients attendance at clinic, ensuring that data relating to time ofarrival, time of departure and any outpatient procedure codes are accuratelyrecorded on electronic administrative systems.

Followingattendance, record outpatient outcomes, Referral To Treatment status and whereappropriate, outpatient procedure coding promptly for every patient.

Bookappointments for diagnostic purposes in liaison with the appropriatedepartments.

Makefollow-up appointments as requested by the clinician within appropriatetimeframes as far as possible make all follow-up appointments by agreement withthe patient before they leave the clinic.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. Its why we were named Large Apprenticeship Employer of the Year award at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

27 days leave plus bank holidays, increasing up to 33 days with long service

Generous NHS pension and enhanced pay when you work unsocial hours

Flexible and agile working opportunities

Great maternity, paternity, and adoption support

Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)

Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes

Health and wellbeing opportunities

If you would like to know more, please visit our careers website.

Job description

Job responsibilities

Where issues and/or problems are identified with appointment booking, highlight these with clinicians, ensuring they are addressed in accordance with the Trusts Access Policy. Ensure regular communication and liaison with the clinical and nursing teams working in clinics to keep them informed of any problems that may impact on the running of the clinic, patients arriving late. Respond to immediate patient queries regarding their treatment pathway, interpreting and explaining in simple terms where there are barriers to understanding. Be responsible for multiple service delivery units and be willing to travel between the sites. Maintain a professional demeanour. Be of cheerful and friendly disposition. Operate telephone call center and telephonic appointment system. Prepare and handover patient files for the outpatient clinics. Able to multi-task and think on your feet. Ensure stationery supply levels and re-order as necessary. Report any faulty equipment to facilities. Ensure electronically receipting of outpatient supplies relevant to the department you support.

Forfull details of the duties and criteria for the role please refer to the jobdescription and person specification attached.

Person Specification

Experience

Essential

Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)

Desirable

Previous relevant NHS experience

Knowledge

Essential

Knowledge of office procedures Working knowledge of Microsoft Office: Word, Excel, Outlook Understanding of the Data Protection Act and NHS Code of Confidentiality Good communication skills, written and verbal.

Desirable

NHS Electronic Referral System Oasis application Customer Service Training

Skills & Abilities

Essential

A positive attitude and able to act on feedback. Ability to be supportive to others. Ability to communicate clearly and effectively in English in both verbal and written formats. A flexible and adaptable team member Enthusiastic and self motivated

Qualifications

Essential

Educated to academic Level 3 ( A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject or Educated to academic Level 2 ( GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Additional Criteria

Essential

Good time keeping skills Willing to travel between the service units

Desirable

Willingness to undertake further training Ability to meet the travel requirements of the role.

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