Clerical / Appointment Officer

Job overview

We are looking for a Clerical Officer to join our dynamic team of highly motivated individuals.

We are looking for an enthusiastic and energetic individual to work in this extremely busy department. The post is both interesting and varied and requires someone to show initiative and work as a member of a team. Applicants should have a responsible attitude and be able to demonstrate good communication skills, as regular liaison is required with patients, Trust personnel and the general public.

Plymouth Hospitals NHS Trust is an Equal Opportunities employer, and is actively working toward a smoke-free environment. Under the Trust’s Green Commuter Strategy, onsite parking is restricted.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

• To provide a clerical service to the ward and assist nursing staff in reception of families and visitors to the ward.
• Provide administration support to the team of nursing and clinical staff working within the CDC
• To liaise with other departments providing necessary notes, referral information and results for medical nursing staff.
• Responsible for the booking, preparing and reception of out-patient clinics.
• Liaise with consultants, junior medical staff, medical secretaries, central records library and out-patient staff.
• Responsible to undertake the role of appointment officer for Consultant Paediatricians, Visiting Consultant Teams and their support staff. Working within a team.
• Work to the Trust values – Leading with excellence, caring with compassion
• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc
• Attend statutory, essential and mandatory training
• Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of Data Protection Legislation.

Detailed job description and main responsibilities

• Register new patients on iPMS (Information Patient Management
• Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur.
• Maintain out-patient follow-up waiting lists.  Ensure that all referrals are put onto iPMS following the guidelines set out in the Trust’s Access Policy.
• Prepare hospital notes for clinics in line with Trust Waiting List and Directorate Policies.
• Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinician’s booking rules.
• Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinician’s booking rules.
• Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures.
• As required, telephone patients with urgent/last minute appointments.
• Receive and deal with confidential telephone enquiries from patients.  Be able to handle patient complaints.
• Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
• Notify appropriate out-patient staff of changes/cancellations to clinics. For further details please see attached JD&PS.