Clerical Officer

Job overview

This post is part of a professional multi-skilled team, working within the appointment booking, and ordering for the Community Nursing team within the Child Development Centre

The key responsibilities of this role is the booking, of out-patient clinics and placing orders. Liaise with consultants, junior medical staff, allied health professionals, nurses, medical secretaries, central records library and out-patient staff.

***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

• Responsible for the booking of out-patient clinics, supporting the Community Nurses from an admin perspective.
• Liaise with consultants, junior medical staff, allied health professionals, nurses, medical secretaries, central records library and out-patient staff.
• Responsible to undertake the role of appointment officer for Allied Health Professionals, Nursing Staff, Consultant Paediatricians, Visiting Consultant Teams and their support staff.
• The Community Paediatric Service Line is a busy team which provides a service to children within Plymouth and the surrounding area with a variety of health needs.

Detailed job description and main responsibilities

• 1.      Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur. 2.      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. 3.      Prepare hospital notes for clinics in line with Trust Waiting List and Directorate Policies. 4.      Invite new patients in chronological order for clinical outpatient sessions in conjunction with clinician’s booking rules. 5.      Book follow-up appointments in chronological order for clinical outpatient sessions in conjunction with clinician’s booking rules. 6.      Book follow-up appointments that have been requested by wards/medical secretaries in line with the follow-up waiting list procedures. 7.      As required, telephone patients with urgent/last minute appointments. 8.      Receive and deal with confidential telephone enquiries from patients.  Be able to handle patient complaints. 9.      Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc. 10.   Notify appropriate out-patient staff of changes/cancellations to clinics. 11.   Follow procedures for:  requesting case notes, organising contents of case notes, requesting and printing clinic attendance lists. 12.   Ensure all case notes arriving into and departing from the department are traced on iPMS. 13.   Reception for the out-patient clinics.  Book follow-up appointments when instructed to do so by the consultant or place on follow-up waiting list. 14.   To ensure there is adequate stationery and request supplies with relevant admin personnel. 15.   To assist the line manager in training other members of staff, as requested and able to cover opposing areas if requested by line manager. 16.   To carry out any other clerical duties as determined by the line manager. 17.   Work within the framework of the Trusts Waiting List Policy and Access Policy notifying the line manager of relevant issues in a timely manner.