Colposcopy Administrator

Job overview

The post holder will be the point of contact for all administrative issues relating to the colposcopy service. The post holder will ensure high levels of patient and clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact who will be able to communicate sensitively with patients who need to access the service.

The post holder will adhere to Standard Operating Procedures (SOPs) to ensure that functions of the role are carried out correctly within given timescales.

Main duties of the job

PRINCIPAL RESPONSIBILITIES

• Process and log all referrals and schedule appointments in accordance with the national guidelines for colposcopy.
• Escalate any inability to schedule appointments in accordance with guidelines to service leads.
• Ensure that patients receive relevant information in advance of their colposcopy appointment.
• Reschedule colposcopy clinics as requested – ensuring compliance with colposcopy access targets.
• Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations
• Ensure that outcomes of colposcopy clinic attendances are accurately recorded on electronic patient records and colposcopy databases.
• Ensure that patients’ onward pathways are appropriately facilitated including referrals to MDTs.
• Assist in the completion of the NHS digital Korner Collection 65 data and failsafes, providing evidence of timely access and care

Detailed job description and main responsibilities

• Use Trust IT systems and specialty databases to ensure relevant and accurate information is recorded.
• Investigate patient DNAs, communicating the results to the colposcopists and specialty managers as appropriate
• Cancellations – communicate details to the clinician ensuring all information is available.
• Ensure healthcare records are tracked to the correct location
• Handle post according to SOP
• Manage colposcopists diaries in accordance with SOP
• Undertake general typing duties e.g. references, medical reports
• Taking of meeting minutes
• Provide cross cover within specialty/admin team
• Attend meetings for service development initiatives as required
• To be responsible for the organisation of formal meetings.
• Responsibilities to include preparation of agendas, transcription of minutes and subsequent collation and distribution to staff
• To be able to contribute to specialty improvements and efficient processes
• To carry out duties consistent with the post as required as outlined by lead nurse colposcopist.