Appointments Coordinator

Job summary

Job Summary/Job Purpose:

To make appointments for patients undergoing radiological procedures.

Provide instructions to patients regarding preparation that may be required prior to the examination.

Work with clinical staff to schedule and arrange in-patient appointments.

Support the reception areas within the Directorate.

Main duties of the job

This post is structured around 4 core functions to include:

Making appointments for patients. Perform receptionist duties within the department. Liaise with staff across the University Health Board. Work alongside other health professionals and provide an efficient service to all users.

This post is fixed term/secondment for 6 months to meet the needs of the service. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

About us

Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.

We live by our core values:

We listen, learn and improve We treat everyone with respect We all work together as one team

We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

The post holder will receive process and record all out patient referrals using your experience and knowledge of the RadIS software. You will access and use another patient software system, Myrddin, to confirm and identify patient details and errors.

Make the appointments for patients undergoing a wide range of specialised radiological procedures. Contact the patient and arrange a mutually agreeable appointment time. Because you will be dealing directly with patients you will frequently need to persuade them to take short notice appointments, as you will have knowledge of their conditions and need of urgency. Submit all referral letters/requests to Consultants in line with Departmental procedures for examination vetting to take place in a timely manner. Possess excellent communication skills to deal with queries from doctors, ward staff, clinic staff, general practices, other hospitals and patients. You will frequently be expected to give information to people with communication difficulties. Be directly responsible for the maintenance of lists at their maximum capacity to ensure waiting list targets are met, rebooking cancellations and arranging short notice appointments to make maximum use of all available time slots. Be responsible for the cancellation of Consultant lists and re-allocation of appointments in accordance with Departmental procedures. Be able to use a computer for your role. Will need to ensure data is checked and entered accurately. Report potential breaches in waiting times to your line manager. Be able to prepare a four week forecast of appointment waiting times for discussion at departmental meetings. Train new staff as required. Assist in providing a caring, confidential, diagnostic service to all patients, ensuring their dignity and privacy are not compromised. Document visits and examinations using the Radiology Information System (RadIS) entering and amending patient demographics, examination and referral details. Use the PACS (Radiology imaging archive) to transfer digital images to wards and departments within the UHB and to other hospital sites eg. UHW, Llandough, Velindre etc. Frequently create CDs of digital x-ray images. These will be requested by solicitors, other hospitals, our legal department and the patients themselves. Work lists for CD creation will be left with you to organise and plan a timely delivery to requesting parties. Be required to send digital images of patients images via an electronic link to other clinics and consulting rooms within the University Health Board. However you will also be required to use this electronic link to pass images to other hospitals outside of the University Health Board Velindre, UHW and Llandough all use this service on a daily basis. Be required to work without direct supervision but will report to the Office Manager within the Department. Process appointments using the electronic system and select the correct patient instructions. You will select the appropriate medication that is required for the patient and ensure that it reaches the patient in a timely manner. Reappoint cancellations where appropriate using your knowledge of the waiting times for every procedure. Organise your own tasks to provide timely information in order to meet recognised deadlines. Be expected to take payments for private examinations in line with UHB Financial Procedures. Ensure that the stock level is maintained in your area of responsibility. Any shortfall must be reported to the line manager. Be required to adhere to the UHB Policies, Procedures, Rules and Regulations. To participate in weekend working. Person Specification

Qualification and Knowledge

Essential

Familiarty with Patient Administration Systems NVQ111 or equivalent skills, knowledge and experience Understanding of patient confidentiality

Desirable

IT qualification

Experience

Essential

Previous experience working within a hospital/caring environment

Aptitude and Abilities

Essential

Good communication skills - ability to liaise competently with stakeholders from a variety of backgrounds

Desirable

Ability to speak Welsh

Values

Essential

Motivated & Reliable Team worker

Other

Essential

Ability to perform all aspects of the role

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