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An exciting opportunity has arisen for Clinical Office Co-coordinator to join our busy Breast Team at Ashford and St Peter’s Hospitals. The post includes general office duties, whilst closely working alongside your Consultants and their teams to provide an excellent administrative service to our patients.

Clinics and patients will need to be carefully managed, administration skills are required, along with an excellent telephone manner. The successful candidate will be an enthusiastic and highly motivated team player, who shows flexibility and a careful attention to detail.

You will be required to use a number of systems including Surrey Safe Care (Cerner), Evolve and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.


The Clinical Office Administrative Co-ordinator will provide:

• A comprehensive administrative service to the Consultants and their Medical team.


• Organise their workload with the Consultants and Teams, coordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided.


• Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.


• To work with all members of the Patient Pathway Team to ensure that pathways are actively managed and any clinic/theatre bookings are made in line with the Trust’s Access Policy.


• Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.


• It is expected that Clinical Office Administrative Co-ordinators are fully able to fulfil the role of the Clinical Office Administrator.

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team

Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.

Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.

To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

To highlight any potential breaches or delays in the patient’s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust’s escalation policy.

To liaise directly with patients to book, cancel, and rebook any outpatient appointments.

To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.

Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care (Cerner).

Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

Manage changes in clinic templates as directed by the Service Manager.

Work with our cancer services team closely and help organise and run our benign MDT meetings.


General:
Attend regular team meetings arranged by Team Leader.

Deal with patient queries effectively by telephone, letter, and email.

As part of a team with other Clinical Office Administrative Co-ordinators, provide (minimum) 8am – 4pm secretarial/admin cover from Monday to Friday each week within each specialty.

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

Provide a fast and accurate clinical correspondence secretarial/admin. service with proficient use of appropriate software and systems to meet the required Trust’s standard of work. As appropriate, prepare straightforward replies and requests for consultant teams.

To use new working systems within the Clinical Office to promote an efficient service, ie the outsourced transcription service, e-correspondence to PCT GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives.

General office duties including filing and photocopying.

Using various systems such as Surrey Safe Care (Cerner), and Evolve (Electronic Medical Records) to help manage the 18 week patient pathway. Ensure changes notified by patients are added accurately and immediately, in accordance with required Trust standards of work.

Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management.

Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.

Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times.

Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required.

Attend relevant departmental and Multidisciplinary Team meetings to provide Secretarial services as required – e.g. booking venues, typing accurate minutes and agendas and circulating documentation as required.

Working as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate.

Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.

For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.

When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust.

To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda For Change.

Co-ordination and support of clinics as required.

Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained.

Implement any relevant Trust and Directorate policies on behalf of the Consultant team.

Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/cancelled when necessary adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants.

Responsible for notifying the Patient Pathway Team, the Service Manager, and the Appointment Centre in a timely fashion (minimum of 6 weeks’ notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction.

Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department.

Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.

Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.

Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.

Undertake all mandatory training as required by the Trust.

Any other duties appropriate to the role and grade and to support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.