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Data Collection Officer

4 months ago

Cheltenham, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Job summary

The post holder provides administrative assistance to the department by monitoring a client's pathway and accurately recording breast clinical data onto systems to enable the production of National Breast Screening reports by the Programme Manager.

To work as part of the administration team on a daily basis dealing with a variety of enquiries, making appointments, recording data, audits and achieving National Targets.

Main duties of the job

To work as part of the Breast Imaging administration team assisting in the efficient delivery of a busy high-quality service.

To have excellent administration and communication skills with the ability to extract clinical data from reports and to record the information accurately whilst dealing with constant interruptions.

To assist with the breast administration of the Breast Screening and Symptomatic Imaging Service countywide ensuring targets are met and to assist in managing the patient's pathway.

To collate and extract treatment information from Breast Screening Reports, Pathology Reports, Surgical Letters and MDT Outcomes using Trust systems to enter the information onto the NBSS system.

To support the administration team using the NBSS and Trust systems to be able to undertake patient registration, appointments, attendance and results which include confidential medical information.

About us

This is an exciting opportunity for a well organised, committed, enthusiastic and motivated individual to join our specialist team based at Thirlestaine Breast Centre.

We deliver the National Breast Screening Programme for Gloucestershire with a screening population of over 100,000 women. In this role you will work alongside our experienced administration team and closely with the varying Specialities within the breast unit.

We provide all breast outpatient services for those requiring diagnosis or treatment in the county of Gloucestershire.

Job description

Job responsibilities

The Jobholders main purpose of this role is to record clinical data onto the Breast Screening System (NBSS) ensuring its accuracy to aid in the production of National Breast Screening Reports.

To manage the interval cancers administration process.

To assist with the breast administration of the Breast Screening and Symptomatic Imaging Service countywide ensuring targets are met and to assist in managing the patients pathway.

To collate and extract treatment information from Breast Screening Reports, Pathology Reports, Surgical Letters and MDT Outcomes using Trust systems to enter the information onto the NBSS system.

To support the administration team using the NBSS and Trust systems to be able to undertake patient registration, appointments, attendance and results which include confidential medical information.

To manage workload under the supervision of the Screening Administration Co-Ordinator.

Knowledge, Skills, Experience and Aptitude Required

Minimum Grade C (4) GCSE in English and Maths or equivalent

Possess good communication and interpersonal skills.

Excellent computer / IT skills.

Excellent telephone manner and communication skills for dealing with service users, general public and staff internal & external to the organisation.

Good organisational skills to manage and prioritise own workload and to be able to problem solve.

Excellent and accurate attention to detail

To ensure that the Trusts confidentiality policy is followed at all times.

Knowledge and understanding of medical terminology.

Ability to do audio / copy typing.

Ability to remain calm whilst working within a busy, pressurised environment working to agreed standards and protocols whilst achieving targets which can sometimes have challenging timescales.

Able to multitask.

Good team working skills and the ability to work without supervision.

Motivated and innovative

Will undergo on the job training.

Annual attendance in the mandatory training programmes

Key Result Areas

To obtain pathology data and correspondence referring to Breast Screening/Imaging patients from Clinicians by accessing Trust computer systems and at times contacting other Screening Offices/Trusts.

To interpret this sometimes-complex data accurately ensuring that this information is recorded in a timely and accurate manner onto the NBSS system.

To identify Interval Cancers from hospital records/reports and to collate and complete clinical data to enable interval cancer classifications by the Interval Lead. To enter classifications onto the NBSS system and to enable reports to be compiled for QA.

To monitor patients pathway and treatment process ensuring the appropriate information is collated and recorded accurately including adding patients onto the symptomatic pathways.

To ensure the previously assessed forms are completed by Clinical Lead following a review of the case and the form is submitted to QA.

To ensure symptomatic patients have the appropriate recall in place on the CRIS system

To monitor/ update non-attenders from the open access pending lists and to check clinic lists prior to results being processed.

To deputise for the Administration Co-ordinator in her absence ensuring assessment clinics are booked and prepped under the guidance of the Programme Manager.

To assist the Administration Co-ordinator each week to audit the MDT lists and to prepare screening notes for the multi-disciplinary meeting.

To take part in the administration processes for any breast clinical trials that the department is involved in.

To undertake various audits within the department to ensure the accuracy of information entered onto the NBSS computer system.

To deal with all types of telephone enquiries in a sympathetic and professional manner ensuring that targets are met when booking/rebooking appointments and to take and pass on messages accurately in a timely manner.

To rebook and cancel appointments as per service users request or at the managers instructions.

To place orders for admin teams requests on the P2P system as and when required for the team supporting the Administration Co-ordinator in monitoring stock levels.

To audio/copy type reports and letters as prepared by the Radiologists/Breast Clinicians to inform GPs, patients and Surgeons of referrals/results.

When required, to be responsible for ensuring clinic attendance and DNAs have been recorded correctly on the NBSS system and to investigate any discrepancies in numbers immediately with the radiographic team.

When required to cover tasks usually covered by the Breast Imaging Administrators (Band 3).

To contribute to the effectiveness and efficiently of the admin team.

To maintain patient confidentiality at all times in line with Trust Policy and in accordance with NHSBSP guidelines.

Communications and Working Relationships

To work as part of the Breast Imaging Team communicating effectively with all staff members including admin team, radiographic team, breast care nurses, doctors and the symptomatic service.

To communicate effectively with patients exercising discretion to ensure patients confidentiality is maintained in a professional and respectful manner at all times and have a sympathetic and caring approach.

To attend staff meetings.

Communicate effectively with various departments within the Trust.

To make and deal with enquires from other Screening Offices, Hospitals, GP surgeries.

To communicate effectively with the QA team.

Most Challenging Part of the Job

Working in a busy, fast paced environment whilst multi-tasking, dealing with an unpredictable workload and dealing with difficult, sensitive and emotional situations in a professional manner.

To prioritise workload to meet deadlines for the service.

Consistently delivering a high-quality service and achieving waiting time targets.

Person Specification

Qualifications

Essential

Minimum Grade C (4) GCSE in English and Maths or equivalent

Desirable

Evidence of further training

Experience

Essential

Demonstrate being able to work as part of a team Good communication skills Able to communicate effectively Ability to prioritise and meet deadlines Deal with clients in a sympathetic manner

Knowledge / Skills

Essential

Able to use Microsoft Packages Able to extract data from reports File in numerical & alphabetical order

Desirable

Knowledge of NBSS, CRIS, Trakcare, Infoflex Knowledge of Medical Terminology