Clinic Co-ordinator, Urology

+ The duties include answering the telephone, dealing with requests from GP's to book appointments for patients, accessing the Choose and Book system, preparing medical records, sitting on clinic reception, ensuring that all patient's results are acted upon quickly and accurately and dealing with patients who are listed for surgery.
+ The post holder will be responsible for ensuring effective co-ordination of all elective outpatients, admissions, waiting lists and admission services within the Directorate in line with National Policy and locally agreed guidelines, using departmental and Trust systems and working practices.
+ The post holder will need to be an excellent communicator with strong interpersonal skills who can acknowledge the pressures on the medical staff to ensure that patient pathways are delivered in a timely and efficient manner.

Working for our organisation
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
+ high-quality care for all,
+ being a great place to work,
+ partnerships for impact, and
+ research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
+ we are compassionate,
+ we are proud,
+ we are inclusive, and
+ we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies, + Will work closely and as part of a team with nursing, secretarial and medical staff associated with each clinic.
+ To implement and be responsible for setting up, maintaining and monitoring the waiting list ensuring that suspensions, cancellations and DNAs are recorded and dealt with according to the UHL Patient Access Policy.
+ To ensure patient admission details are arranged in conjunction with agreed booking procedures, and patients informed by post or telephone. To ensure any cancellations are replaced as agreed with Consultants and inform theatres and wards etc.
+ Daily responsibility for making clinic appointments ensuring the accurate completion of the appointment outcome within 24 hours of the clinic.
+ To schedule admissions and appointments as delegated by Consultant teams.
+ To ensure that any special equipment / requirements (eg foreign case notes, interpreters, scans, x-rays and prosthesis) are arranged for admission.
+ Undertake the waiting list validation programme ensuring accurate and early identification of potential long waiters in line with recommendations of the UHL Patient Access Policy.
+ Run off pre-admission no outcome report to ensure all patients were admitted and operated on as expected.
+ To be responsible for ensuring that the administrative procedure for admitting patients continues during periods of sickness and annual leave.
+ Booking of long term flexible cystoscopy lists
+ To register all new referrals on HISS within 24 hours of receipt.
+ To issue new hospital numbers to patients new to the UHL and make up case notes with front sheet, labels and relevant inserts.
+ To ensure all new patients are placed on a waiting list and appropriate partial booking letters are sent prior to their impending appointment keeping within breach guidelines and current Trust policy.
+ Monitor closely patient's progress throughout the partial booking process keeping Line Management aware of any problems.
+ Be responsible for liaising with consultants as to the urgency of appointments and sending out appropriate letters.
+ Case Note Management
+ To be responsible for the preparation of case notes for outpatient clinics, ensuring that all the relevant x-rays, test results and other information are available to the medical team on the day of the patient's clinic appointment. This includes information from other hospitals.
+ To be responsible for transferring all case notes on the HISS system at the end of clinic to their appropriate destination ensuring that the case note tracking system is continually updated.
+ To ensure that all case notes and patient records are maintained in good condition thus preventing the loss or misplacement of vital patient information.
+ Appointment Duties
+ To receive appointment letters and take responsibility for liaising with consultants as to the urgency of the appointment required.
+ To arrange new appointments on the HISS system in line with the booking rules of the clinic, thus ensuring that all outpatients receive appropriate and timely appointments.
+ To be responsible for the reduction or cancellation of clinics in liaison with administration managers and individual consultant guidelines.
+ Adhere to the individual consultant guidelines for overbooking of clinics.
Co-ordinate requests for appointments from wards, other hospitals, and medical secretaries ensuring that each patient receives the appropriate follow up appointment.
+ Identify overseas visitors according to the Trust policy, notifying the over-seas visitor Co-ordinator if necessary.
+ To ensure that ambulance transport is ordered for patients if necessary, thus ensuring that timely and appropriate transport is provided for outpatient requirements.
+ Provide a central point of enquiry for GPs secretaries, health visitors, other hospitals, patients and their relatives.
+ Ensure that all 2 week wait referrals are dealt with in a timely manner.
+ Reception Management
+ To provide a courteous, professional service at all times.
+ To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records.
+ At the end of the clinic to be responsible for ensuring accurate outcomes are recorded on the HISS system for each patient thus maintaining the full and accurate patient records.
+ Ensure that the patients time in outpatients is tracked on HISS in accordance with the Patients Access Policy.
+ Ensure that all HRG coding details are entered accurately onto HISS.
+ To ensure that the data inputted onto HISS is correct and as complete as possible.
+ To actively participate in the sharing of skills and experience in the Clinic Team associated with each speciality, aiding the spread of good practice throughout the team.
+ As part of the Clinic Co-ordinator team, to be responsible for the cover of sickness and absence amongst team members, ensuring the service is maintained at the required level.
+ To attend in-service training or meetings to ensure that the skills and knowledge are kept up to date and appropriate to the post.
+ The post holder will manage an agreed number of outpatient clinics and day case admissions for the Medical Team, liaising with patients, carers and staff at all levels.
+ Duties will include administrative support for local MDT and audit functions as required, and sorting and distributing post to relevant staff.
+ Will be responsible for the efficient administration of outpatients and day case appointments from initial referral to patient attendance and finally discharge from clinic, including adherence to RTT and Cancer pathway rules.
+ Will ensure that the information on HISS is correct and complete and validate that information on a regular basis.

We are currently looking for a hard working, enthusiastic and friendly person to join the administrative team within the Urology Department(CHUGGS), based on the Leicester General Hospital site.
You must be able to remain calm and pleasant at all times, be able to use your initiative and to be able to work unsupervised.
Experience of the HISS patient record system is desirable, but training can be given.
If you enjoy a challenge and would like to join this busy friendly unit, then this may be the post for you.

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.
Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.
UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.
Disclosure and Barring Service Check
Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.
The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.
The current price of a check is £38 for an enhanced and £18 for a standard check.
COVID 19 Risk Assessment
Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.
The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.
If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.
Covid Vaccination Status
Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.
University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.