Job overview

An exciting opportunity has arisen for a highly motivated and enthusiastic individual to join our fast paced Endoscopy Unit.

The ideal candidate will have a background working within the NHS or Healthcare Services and proven experience in a similar role.

The Candidate will help oversee the patient journey to ensure, in conjunction with booking staff, that patients are scheduled in accordance with principles and target waiting times as set out in the NHS Constitution, taking action to expedite patient pathways where necessary.

Main duties of the job

To provide administrative support to consultant/clinical teams including the management of clinician’s diaries/timetables.

•    To act as a named point of contact for patients under the care of the specialty clinical team.
•    To work as part of a multi-disciplinary team maintaining efficient systems and processes relating to the patient pathway. This includes maintaining accurate computerised and manual records, inputting data onto the trust’s computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient’s attendance and/or admission.
•    Provide advanced keyboard skills using the Trust’s digital dictation system typing and printing of complex clinical correspondence, for example, but not exclusively production of clinic letters using audio, copy typing, word processing and shorthand skills (where applicable) in line with agreed timescales working independently with speed and accuracy continuously on a daily basis.
•    Input of data on various platforms.
•    Completion of audits for various services within the Surgical directorate.
•    To maintain EPRO including ensuring clinician approval for correspondence and the transfer of word documents to EPRO as appropriate.
•    Ensuring outpatient referral letters are graded by the clinician and forwarded to the relevant departments. Including the use of the NHS E-Referral Service (ERS) where appropriate.
•    Establish appointment priorities in conjunction with the consultant and rescheduling of appointments keeping patients / carers informed, for example, reducing / cancelling clinics at short notice and authorisation of over booking.
•    When necessary, in conjunction with Medical Records ensure all patients’ records are available to clinical staff as required in adherence with the Trust
 
Medical Records Policy and Ifit system for the tracking of health records. This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and patients’ records for review by clinicians as required.
•    To develop and maintain effective filing systems for the storage and prompt retrieval and accessibility of administrative and clinical correspondence, for example, clinical documents, laboratory reports, clinical guidelines, information sheets and questionnaires.
•    Communicate with and support MDT Co-ordinators and cancer pathway teams where appropriate.
•    Facilitate completion of prior approval/exceptional treatment forms prior to patients’ attendance and/or admission in line with locally agreed Commissioning rules.
•    Facilitate completion of funding requests for treatment
•    To liaise with other departments/ partner organisations to coordinate and facilitate the treatment of patients. Ensure that all Inter provider transfer forms or necessary referral forms are complete and recorded at the point of transfer or receipt of referral to the partner organisation to warrant that patients are treated in accordance with 18 Week RTT target or cancer targets.
•    Work collaboratively with PPC colleagues and the OPD Booking Centre to ensure there is co-ordination of appointments and hospital attendances for patients attending different specialties.
•    Liaise with Clinical Teams and work closely with MDT co-ordinator colleagues to support patients on a cancer pathway where appropriate.
•    Update performance workload measures on a daily basis to ensure transparency of work load,
•    To liaise with the appropriate PPCs/MDT co-ordinators and other support departments (e.g. imaging, histopathology, other Trusts, etc.) in order to support the preparation of MDT meetings or other clinical meetings as directed; to ensure that all required information and clinical data (including notes, x-rays, test results etc) are available for discussion in a timely manner.
•    Assist in the review of current clinic templates to reduce waiting times and non-attendance rates
•    To prioritise daily tasks and ongoing workloads and complete in agreed time frames as determined by the clinical team and/or line manager.
•    Obtain medical notes and liaise with clinicians for urgent queries from patients.
•    To resolve any patients complaints locally and escalate as necessary

Working for our organisation

We’re an organisation that is getting better and better and our improvements are driven by a determination to deliver care we’re proud of and our patients are happy with. We’re no longer in special measures; we’ve opened two new theatres at our Elective Surgical Hub in King George Hospital (KGH); and Matthew Trainer, our Chief Executive, has been named the top CEO by the Health Service Journal.

We operate from two main sites – KGH in Goodmayes and Queen’s Hospital in Romford. We have two busy emergency departments with more than 330,000 people visiting them last year. We’re campaigning to secure the £35m we need to transform the A&E at Queen’s and get rid of corridor care.

Our patients are benefitting from our Women’s Health Hub in Ilford; an Ageing Well Centre in Hornchurch; and Community Diagnostic Centres (CDC) at Barking Community Hospital and at St George’s Health and Wellbeing Hub in Hornchurch.

These CDCs are open 12 hours a day, 7 days a week and are providing an extra 88,000 scans a year. 

The majority of our 8,000 staff – who come from 146 different countries - live in the three diverse London boroughs we serve and are from black, Asian and minority ethnic groups. Many can work flexibly and more than 400 of them are on our Ofsted accredited apprenticeship programmes. We’re proud to be a London Living Wage employer.

We’re looking forward to introducing an electronic patient record that will be transformative for our staff and beneficial for our patients.