Clinical Office Coordinator, Neuroscience, Stroke and Palliative Care

Job overview

We are seeking a highly organised and skilled individual to join our team as a Neuroscience, Stroke and Palliative Care Coordinator. In this role, you will be responsible for efficiently triaging calls and messages, directing them to the appropriate Consultants, and providing knowledgeable responses to general inquiries when appropriate.

Effective communication between patients, healthcare providers, and pharmacies will be a key aspect of this role. Compliance with regulatory guidelines and safeguarding sensitive patient information are paramount. You will also play a crucial role in maintaining data related to patient pathways in databases and spreadsheets. Occasional support to the broader neurosciences administration team will be required.

Join us in delivering exceptional patient care while contributing to the smooth functioning of our department.

Main duties of the job

Main duties of the job

• Triage calls and messages directing to appropriate consultants whilst independently answer queries when appropriate.
• A comprehensive support administrative service to the clinical office and clinical staff
• General office duties including front desk, phones & email
• Using patient administration IT systems
• A comprehensive administrative service to the Consultants and their Medical team
• Organise their workload with the Consultants and specialty teams, co-ordinating with other Clinical Office Co-ordinators to ensure that an efficient service is provided.
• To work with the Patient Pathway Team to ensure that pathways are actively managed
• It is expected that Clinical Office Coordinators are fully able to fulfil and cover the role of the Clinical Office Administrator.

Detailed job description and main responsibilities

Detailed job description and main responsibilities

• To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

• Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

• To highlight any potential breaches or delays in the patient’s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust’s escalation policy.

• To liaise directly with patients to book, cancel, and rebook any outpatient appointments.

• To be responsible for sending out relevant appointment letters and cancelling/rebooking patients follow-up appointments.

• Responsible for checking all clinic letters are completed accurately (Dictate IT), printing and outcomes actioned and recorded on Cerner.

• Dispose of outstanding uncashed clinic outcomes on Cerner.

• Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

• To monitor Departmental emails inbox(s) and action accordingly.

• Cancel Clinics for Consultants.

General:

• Deal with patient queries effectively by telephone, letter, and email.

• As part of a team with other Clinical Office Administrative Co-ordinators, provide secretarial/admin cover from Monday to Friday each week within each specialty.

• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.