Detailed job description and main responsibilities

Duties and Responsibilities

Planning and Organisational Duties

• To ensure that all patients’ case-notes are prepared and available in advance of the clinic in accordance with procedure.

• To receive patients at reception and ensure that all patient demographic details are update both on PAS and in the case-notes.

• To book all patient follow-up appointments in accordance with clinic rules and deal with enquiries from the general public and other disciplines of staff regarding clinic bookings.

• To be responsible for the recording of all clinic outcomes and other information within agreed deadlines.

• To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance.

• To assist members of the medical and nursing staff with any queries during the course of the clinic.

• Deal with walk-in patients to clinic, ensuring that the patients’ case-notes are obtained and transported as quickly as possible.

• Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required.

• Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic.

• Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to.

• To provide cover when necessary.

• To provide any other duties that may be required relevant to this grade.

Communications and Key Working Relationships

• Have an understanding of health and safety, ethical and legal issues
• Display a professional attitude at all times when dealing with the general public and colleagues alike
• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
• Demonstrate effective communication using the spoken word to influence outcomes
• Demonstrate awareness and sensitivity of patients with hearing difficulties and where patient’s language is not English
• Receive and process telephone messages in accordance with instructions
• Utilise the Trust’s IT resources appropriately and in adherence to policies and procedures
• Maintain accurate, timely and legible records
• Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust.
•  The records may be paper, electronic, microfiche, audio or videotapes, x-ray images.

Responsibility for Finance

• Participate in ensuring the effective use of all financial resources in providing and delivering the service.
• Demonstrate awareness of the need for cost improvement programmes within the service.
• Promote effective utilisation of resources.
• Provide the service within its financial constraints.

 Responsibility for Human Resources

• Adhere to Trust Policies, Procedures and Guidelines
• Ensure compliance with Mandatory training requirements in accordance with Trust Policy
•  Compliance with Trust Policies and Procedures
• Compliance with the Data Protection Act 1998 and Information Governance – the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment.

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. 

Responsibility for Teaching

• Facilitating a supportive learning environment that enables all members of the team to develop.
• Recognising the effective utilisation of all appropriate development resources and opportunities.
• Recognising and responding to a range of objectives and standards necessary to assure a supportive learning environment.
• Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.