About this role
Job summary
To act as patient pathway coordinator arranging inpatient admissions, interventional procedures, diagnostic tests and outpatient appointments, liaising with other departments and communicating with patients regarding these arrangements. To assist in the organisation of the Consultants' workload including managing waiting lists.
To provide PPC administrative and secretarial support to the department of Neuroradiology, Neuroradiology Consultants and junior doctors.
Main duties of the job
To provide a full PPC and secretarial service to the Consultant Neuroradiologists for both NHS and private patients, including management of Consultant's diary, word processing and audio typing. To include support for research projects, lecturing etc. in addition to clinical work.
To act with a high degree of autonomy and responsibility in the day-to-day provision of the secretarial support to the department of Neuroradiology. Prioritise and manage own workload.
Responsible for maintaining accurate data / records including logging of referrals, communications received and updating patients details and medical records,
To deal promptly, diplomatically, and confidentially with correspondence, emails and telephone calls from patients, relatives, members of staff, outside hospitals and other organizations.
To liaise with patients and other departments to arrange admissions for interventional Neuroradiology procedures, outpatient clinics for Consultant Neuroradiologists and outpatient appointments for imaging, ensuring all appropriate documentation, including health records and previous imaging, is available.
To be able to offer patients appropriate information regarding the procedures performed in the Neuroradiology department in a reassuring and supportive manner. Ensure patients complete appropriate safety questionnaires / information and bring any potential problems to the attention of the relevant person.
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
At gesh we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.
Job description Job responsibilities
Main Duties/Key Results Areas:
Patient Focussed Responsibilities
To liaise with patients and other departments to arrange inpatient admissions for interventional procedures and diagnostic tests as appropriate. This includes registration and all aspects of referral administration in Cerner Millennium.
To liaise with patients and other departments to arrange outpatient appointments for imaging, outpatient clinics for Consultant Neuroradiologists, ensuring all appropriate documentation, including health records and previous imaging, is available.
To manage waiting lists for outpatient clinic and admissions in line with national and trust targets. Escalating any potential capacity issues.
To make sure patients get their follow up clinic appointment as directed by the Consultant Neuroradiologists
To have the ability to retrieve information from the Hospital support systems, eg access and navigate iCLIP in order to obtain information regarding admissions, discharges and outpatient appointment, and access and navigate Soliton and EPR to obtain test results.
General Responsibilities
To undertake breach list validation.
Responsible for daily monitoring of appropriate work lists in radiology system to ensure bookings are made within targets
To prepare spreadsheets for ad hoc invoicing on a monthly basis in line with required timeframes
To provide a full secretarial service to the Consultant Neuroradiologists for both NHS and private patients, including management of Consultants diary, word processing and audio typing. To include support for research projects, lecturing etc. in addition to clinical work.
To ensure that procedures for private patients are adhered to and that accurate invoice requests are submitted to the Private Patients office promptly. To liaise with the Private Patients Clerk and Cashier as necessary.
To submit invoice requests in respect of medico legal and other copying accurately and promptly.
Responsible for undertaking making CDs of imaging and downloading of CDs and other forms of imaging such as IEP or film to PACS, ensuring imaging is attached to the correct patient record.
Maintain a suitable and adequate supply of stationery / office supplies for the department.
To be fully conversant with departmental and Trust computer systems including Soliton , PACS, Cerner Millennium etc and be able to access PAS in order to check data.
Responsible for training of newly appointed members of the secretarial / admin / clerical team. Including training / support for computer systems and working practices.
Responsible for ad hoc training / support of other members of staff for IT systems specific to Radiology / Neuroradiology. (eg PACS, Soliton )
To take minutes at meetings and transcribe them when required.
To take responsibility for monitoring and reporting malfunction of all office equipment.
To have knowledge and understanding of the legal framework regarding access to health records, freedom of information act and other relevant legislation. Responsibility to act within this legislation in accordance with Trust policy.
To organise clinical and non-clinical meetings, ensuring appropriate facilities are available, booking the venue, making sure invitations and accurate information are sent to all participants in a timely fashion, record apologies and responses. Facilitate the smooth running of meetings as necessary.
To assist in the recruitment and selection of other administrative and clerical staff, eg in short listing of applicants and as a panel member at interviews.
To part take in and help to prepare audits for the department as required
Service Delivery
To alert the superintendent radiographer to issues that may compromise service delivery.
To produce accurate clinical reports for both inpatients and out patients and ensure they are forwarded to the appropriate medical practitioners.
To be responsible for implementing policies relevant to own work area. Expected to work with a high degree of autonomy regarding office policy / working practices and to raise proposals / suggestions for improvements in office policy / working practices. May be expected to attend and contribute at departmental meetings where policy is decided.
To act with a high degree of autonomy and responsibility in the day to day provision of the secretarial support to the department of Neuroradiology. Prioritise and manage own workload.
To undertake where necessary and appropriate additional work to provide cover when other members of the pathway coordinator are team are absent.
To work in conjunction with the superintendent radiographer to ensure that the admin team have sufficient resources to provide the required quality of service.
Documentation
Responsible for maintaining accurate data, both in paper and computer records.
To be responsible for updating and / or reporting changes needed to patients records in the Radiology systems (Soliton / PACS / Millennium) to the attention of the appropriate person for further action.
Responsible for bringing data quality issues to the attention of the appropriate person / department.
To maintain full and accurate records of all communications received.
Responsible for maintaining an accurate filing system.
To log the receipt of referrals for appointments in the appropriate trust system eg on Cerner Millennium or the Radiology Information System.
To locate, collect and book patients medical records in and out of the department as required.
Communication
To manage the daily correspondence (including email if requested) for the Consultant Neuroradiologists, assessing, preparing and prioritizing.
To action instructions on the referrals of patients to other clinicians, ensuring the appropriate documentation, and imaging where necessary are forwarded.
To deal promptly, diplomatically and confidentially with correspondence, emails and telephone calls from patients, relatives, members of staff, outside hospitals and other organizations.
To deal promptly, diplomatically and confidentially with appointment and result enquiries from patients, relatives and medical staff.
To be able to offer patients appropriate information regarding the procedures performed in the Neuroradiology department in a reassuring and supportive manner. Ensure patients complete appropriate safety questionnaires / information and bring any potential problems to the attention of the relevant person.
To take accurate messages from callers and promptly pass them to the appropriate colleague for action where it is not possible to answer the query / resolve the problem.
Effort
Handling distressed, upset or angry patients / relatives on the telephone or face to face, finding out facts and complexity of their situation, using judgement and experience to try to resolve the problem, and if unable, referring on to the appropriate person.
Daily interruptions by staff that require your immediate attention.
Lifting and handling of deliveries of supplies around the department.
Sitting for long periods while working on word processing, using the telephone or inputting / accessing statistical information.
Walking between departments delivering post or medical records.
Multitask to meet deadlines on a daily basis.
Personal Development
To liaise with your line manager in identifying relevant training that contributes to the continued improvement of administrative and clerical services within the service.
To identify personal development needs and to undertake education and training where appropriate.
To take part in the annual performance review in accordance with Trust policy.
To undertake mandatory training in accordance with Trust policy.
General
To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations.
To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
To work in accordance with the Trusts Equal Opportunities policy to eliminate unlawful discrimination in relation to employment and service delivery.
To promote at all times equal opportunities for staff and patients in accordance with St Georges Healthcare policies to ensure that no person receives less favourable treatment than another on the grounds of: age; disability; marriage and civil partnership; pregnancy and maternity; race (ethnicity); religion or belief; sex (gender); gender reassignment or sexual orientation.
To ensure skills are up-to-date and relevant to the role, to follow relevant Trust policies and professional codes and to maintain registration where this is a requirement of the role.
To comply with St. Georges Healthcare No Smoking Policies.
To undertake such duties as may be required from time to time as are consistent with the responsibilities of the grade and the needs of the service
Person Specification
Qualifications and Training Essential
oGood general education including GSCE in Maths or English and A levels (or equivalent) oRSA III (or equivalent experience) oTyping speed of 60 WPM minimum
Desirable
oAMSPARA Dipolma (or equivalent business and admin NVQ) oCustomer Care course (or equivalent experience)
Experience Essential
o3 years recent, relevant pathway coordinator / secretarial experience of which at least 2 years should have been spent as a medical secretary. oExperience of working within a hospital. oExperience in establishing / maintaining robust office systems. oAudio typing oExperience of working with patients with complex needs
Desirable
oExperience of working with different professional groups
Skills Essential
oAbility to work unsupervised oComputer / word processing skills including use of email (ability to create directories, documents, mail merge, etc) oExcellent communication and interpersonal skills. oExcellent organisational skills oAbility to generate own routine correspondence. oAbility to prioritise and work to strict deadlines. oWillingness and ability to learn new IT skills and technology. oAbility to adapt to a changing environment.
Desirable
oAbility to use Excel / Power point / Access. oAbility to use iCLIP and Electronic Patient record (ERP) or equivalent
Knowledge Essential
oKnowledge of medical terminology. oKnowledge and experience of office management. oKnowledge of requirements of confidentiality and the Data protection Act.
Desirable
oKnowledge of NHS priorities. oKnowledge of NHS complaints Procedure
Other Essential
oGood time management oSelf - motivated with the ability to adapt to shifting priorities. oTo be able to work as part of a team. oProfessional appearance and manner. oAbility to show empathy to patients and colleagues oMust be able to push a patient in a wheel chair if required. oWillingness to train new members of staff
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 details Employer name St George's University Hospitals NHS Foundation Trust
Address St Georges
Blackshaw Road
London
SW170QT
United Kingdom
Employer's website https://www.stgeorges.nhs.uk/ (Opens in a new tab)