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An exciting opportunity has arisen in the fitness for surgery team for an enthusiastic, dynamic, and compassionate Band 3 clinic coordinator/HCA.


Advert closing: 8th October 2023


Interview date: 18th October 2023

Job summary

• To assist the nurse specialist with the day-to-day operational management of the preoperative assessment and anaesthetic assessment clinics administrative functions.


• Book appointments for patients ,ensuring consistency with priorities and that patients are informed either in writing or on the telephone including cancel and rebook appointments in accordance with the trusts access policy


• To deputise for the nurse specialist in her absence on nonclinical issues and referring clinical issues to appropriate clinical staff.


• To provide administrative/secretarial support to the preoperative assessment team and nurse practitioners. This will include all aspects of IT support, arranging, amending patient appointments, filing clinical and nonclinical paperwork and processing information.


• Provision of secretarial support to the nurse practitioners including generating letters and responsible for administration of team records.


• To build a rapport and have a key working relationship with Consultants, Managers and other key members of staff within the trust and other hospitals.

Guy’s & St Thomas NHS Foundation Trust

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.

We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.

We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities.

Royal Brompton and Harefield hospitals joined Guy’s and St Thomas’ in February 2021 and is the largest specialist heart and lung centre in the UK and among the largest in Europe. We provide treatment for people with heart and lung disease, including rare and complex conditions, offering some of the most sophisticated treatment that is available anywhere in the world.

• Patient/customer care (both direct and indirect)


• To assist the nurse specialist with the day-to-day operational management of the preoperative assessment and anaesthetic assessment clinics administrative functions and deputise in her absence.


• Work closely with the nurse specialist to ensure patients have a positive experience of the services provided.


• Ensure all enquiries/requests either in person, by telephone or in writing are dealt with in a pleasant and courteous manner.


• Book appointments for patients ,ensuring consistency with priorities and that patient’s are informed either in writing or on the telephone including cancel and rebook appointments in accordance with the trusts access policy.


• Print patient data sheets and labels for clinics as and when required.


• Ensure that clinical case notes are ready in advance of clinics in accordance with agreed time frames.


• Ensure appropriate custody and care of patients’ documentation, maintaining confidentiality in accordance with Caldicott guidelines and the Data Protection Act 1984.


• Ensure patients are supported with language interpretation, transport or other issues where required.


• Support the nursing staff in the running of the pre-operative assessment clinics. Undertaking height, weight, blood pressure readings, MRSA swabs and occasional phlebotomy if required; filing of clinic documents and any other tasks to ensure smooth running of the clinic.


• Assist with the preparation and evaluation of notes for the nurse-led preoperative assessment clinics.


• Retrieve clinic lists and delivering lists to various departments.


• To assist with directing or accompanying of patients to other departments for investigations.


• Develop clinical competencies to be able to undertake delegated tasks for nurse practitioners where appropriate.


• Responsible for providing a weekly list of patients who are not yet fit for surgery ensuring there are no unnecessary delays in the patient’s pathway.


• Facilitate the booking of tests for patients attending the pre op clinic and as requested for the nurse practitioners, informing the patients appropriately.


• Obtain results from other departments/hospitals and make available for the nurse practitioners to action within a requested time frame.


• Respond to patient’s enquiries passing on messages if appropriate to the relevant clinician or nurse practitioner.


• To peruse, collate and file results, referring to clinical/medical staff for appropriate action to be taken.


• To coordinate visitors to clinic whilst ensuring patients privacy and dignity.


• Service development


• Facilitate patient satisfactions surveys within the clinic environment and assist with any action needed required.


• To represent the department at various trust meetings as required.


• To monitor DNAs within the clinic and implement processes for the reduction of these.


• Take an active part in reviewing and facilitating changes to clinic procedures to ensure the service meets current and future needs.


• Communication


• Assist with ensuring that effective communication standards with staff, other departments and service users are developed, implemented and monitored.


• Identify potential 18-week breaches and take appropriate action.


• To communicate by letter, telephone or in person with patients, GPs, other hospitals, and consultants regarding patient care.


• Liaise with secretarial and clerical staff regarding patient’s appointments and pathways.


• Resource management


• Management of an effective computerised appointment system and procedures for clinics prioritising through written protocols and trust policies.


• Work with the nurse specialist to ensure maximum capacity and workflow with the clinics.


• Ensure there is always cover for clinics through liaison with the nurse specialist and/or modern matron.


• Be responsible for maintaining all office systems by ensuring staff work to agreed protocols and work standards set within the office.


• Organise extra clinics when capacity issues arise.


• Ensure all stationary is current and in sufficient supply.


• Information management


• Registration and input of patient information onto Lorenzo before the clinic date ensuring the data quality is of a high standard.


• Ensure patients attendance data at clinic is entered in a timely manner.


• Create active monitoring wait list entries as required for patients who are not fit for surgery and require further clinical input.


• Liaise closely with the IT helpdesk and project managers regarding errors, troubleshooting and upgrades of applications and systems.


• Maintain manual records as a back up during any failure and input data once system is restored.


• Provide annual data and reports for preoperative assessment services and other disciplines when requested.


• Responsible for accuracy and completion of data for pre op clinics, ensuring patient demographics are up to date and correct, ensuring we have the correct GP details .