Outpatients Coordinator - Cardiology

Portsmouth Hospitals University NHS Trust

An exciting opportunity has arisen within the Cardiology Department for an Outpatients Coordinator. This position is for part time 19 hours and must include working on a Monday and Friday until 5pm.

We are looking for an enthusiastic and motivated individual with excellent communication and administration skills to join our team. Experience of working in an Office/NHS setting would be beneficial.

Main duties of the job

• To manage all clinic and diagnostic appointments.
• Provide a high-quality service when booking patient appointments, prepping clinics, undertaking patient-facing reception duties, and dealing with telephone queries.
• To ensure that urgent and routine patients are treated within the agreed target waiting times.
• Liaise with clinical and non-clinical staff to ensure excellent standard of care.

Job responsibilities

To work as part of the Cardiology Outpatient department administrative team, and book outpatient appointments in accordance with waiting time guidelines, ensuring there are no breaches of targets including 2-week urgent waits and 18-week routine appointment wait targets, advising the Administration Manager of any difficulties in meeting these targets.

Responsible for allocation of referrals to appointment slots, adjust clinics & rebook clinics as appropriate, and assist with co-ordination of clinics to ensure maximum use of all available clinic activity.

Deal with correspondence, urgent clinic letters, reports and action as required.

Deal with minor verbal complaints from patients & relatives.

To use the hospital computer systems, PAS, SECTRA, ICE, EPRO, TOMCAT, Minestrone, CRIS AND E Referral ensuring that all data input is done accurately and on time.

Be responsible for health records, ensuring required notes are available when and where needed, and that other relevant information is up to date for clinic appointments, including any investigation results.

Act as receptionist for departmental clinics, including entering and updating information on PAS to ensure that patients details are accurate. Provide face-to-face reception duties, maintaining a professional service when providing advice on non-clinical issues, answering any patient concerns and queries, and arranging follow-up investigations or hospital admissions.

Liaise with other departments to obtain and ensure that all information is collated for patient consultations and any additional information as requested by consultants, doctors and nurses and physiologists within the department. Liaise with any outpatient clinics at any peripheral Health Centres, Rebook clinics and assist with the coordination for the maximum use of all available clinic activity.

Booking of hospital transport for patients.

To be actively involved in the training of new staff until they are fully confident dealing with the procedures and systems used in the department. Also, ensuring that as new procedures are taken on by the department that all staff are confident in their use.

In conjunction with the Administration Manager, continually review current systems and implement changes to ensure that the department is kept up to date with changes to booking systems. At all times ensuring that the department offers the best service possible to patients.

Proactively identify forthcoming problems in liaison with the admin manager, Service floor Manager or Service Manager.

Undertake any other duties relevant to the post as determined by management, which could include covering administrative tasks across waiting list, audit, secretariat and inpatients.

Person Specification

Experience

• Evidence of varied administration experience (i.e. working in an office environment, customer care).

Qualifications

• At least 5 GCSEs at grade A-C.
• ECDL certificate or equivalent experience of keyboard/computer use.
• Experience of working in a healthcare environment using healthcare systems such as PAS.
• NVQ level 3 or equivalent in administration (or working towards).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Portsmouth Hospitals University NHS Trust