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Medical secretary/waiting list coordinator ideally with experience of using EPR/Bluespier, scheduling patients for theatre, booking outpatient appointments, being able to prioritise workload and to be a team player.

The post is based at the Huddersfield Royal Infirmary based within Plastic Services

The post holder will provide Secretarial/administrative support to the department Consultants,
designated medical staff and their teams.
The post holder will be responsible for maintaining records both manually and on a computer system and demonstrate the ability to handle sensitive and confidential patient information, ie clinical letters, investigations and results.
The post holder acts as the first point of contact for all forms of communication for the Consultants and medical team from GP’s, patients and relatives, consultants and other hospitals.

An opportunity has arisen for a full time Band 4 waiting list coordinator to cover maternity leave within the Surgical Division. Applicants should have medical secretary and theatre scheduling experience. The post is based at HRI.

Calderdale & Huddersfield NHS Foundation Trust is a dynamic and successful organisation with a strong organisational and personal development focus. With over 5,500 employees and a turnover of £310 million, the Trust provides a comprehensive range of secondary care services to the people of Calderdale and Huddersfield and has an exceptional reputation for service delivery.

The Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others.

To be the focal point for all the Surgical Team, acting as a link between patients, patient’s relatives, GP’s, Wards, Theatres, the general public and all other medical personnel. Ensuring all communication is passed on accurately whilst upholding confidentiality.

To ensure that the Electronic Patient Records are an accurate documentation of the patient’s care, updating information where necessary and as required.

Transcription and production, from Winscribe digital dictation system, of typewritten reports and correspondence for the Consultants and their teams including outpatients reports, theatre lists, admissions lists, reports and any other general correspondence.

To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.

To manage waiting lists, plan theatre lists, ensuring lists are fully utilised, thereby ensuring all national and local guidelines on waiting list key standard targets are owned and met.

Audit the Consultant’s waiting list through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained.

Must be able to make lats minute changes to admissions/theatre lists, to ensure full utilisation of theatre time.

Register patients accurately on the waiting list system.

Send appropriate information regarding admission/procedures.

Manage and maintain the admission diary, the appointments diary, liaise with appointments centre to arrange outpatient appointments when necessary. Organise clinical and non-clinical meetings and book transport where necessary.

Validating pathways ensuring patients have a plan that is documented via ‘adhoc’, chasing dates for investigation, ensure requests have been made accordingly, escalate accordingly to waiting list secretary if patient is over 52 weeks and needs a TCI date.

Letter of discharge after patient has failed to attend, closing the pathway accordingly.

Correct patient pathway accordingly.

Ensure funding is in place for lumps/bumps/cysts/skin tags/plaques – if funding is not in place, please the clinician know so that a letter can be sent to the GP for IFR.

Creating new templates accordingly ie extra clinics/slots/theatre. Cancel clinics/ theatres accordingly due to clinicians not being here (ideally 6 weeks in advance).

Cancel and reduce clinics/theatre lists as requested by Consultants, ensuring that the ‘6-week Rule’ is adhered to whenever possible. Where clinics are cancelled within the 6-week rule, ensure the appropriate forms are completed and dispatched to the appropriate persons.

To ensure that all equipment, such as computers, printers etc, which are used, are in working order, contacting the relevant department/personnel if they are not.

Provide cover for colleagues, ie sick/annual leave or excessively busy times, ensuring smooth running of the Department.

Offer advice and support and demonstrate duties to new members of staff.

Provide non-clinical information to patients, patient’s relatives, GPs, other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly.

To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others.

Ad hoc duties as required and requested by the Team Leader or the Divisional Admin Team.