Neonatology Clinic Coordinator

Job overview

This is a fantastic opportunity for a dedicated hardworking individual to join the Neonatology Team based at St Michael’s Hospital. Our NICU has 31 cots providing a combination of intensive care, high dependency and special care facilities to babies that need extra care from birth to approximately four weeks post term. The successful candidate will help to support our busy unit with all administrative tasks from typing to staffing the ward’s reception area. You will be working in a fast-paced environment as part of a friendly and supportive team. You will need to be able to effectively communicate with parents, clinicians, nursing staff and your peers to support the daily management of all administration duties.

Main duties of the job

Ensure patient records are up to date and maintained. Tracing case notes where necessary to ensure readiness for clinic.

Checking and sorting investigation reports and passing information on to clinical team as required.

Ensuring speciality specific documentation is completed and filed appropriately.

To carry out associated clerical duties, for example maintaining accurate filing systems, receiving post, diary management and scanning patient notes and loose paperwork if required

Attend appropriate meetings as required by the role’s line manager

To gain a working understanding of other specialties to provide cover for other secretaries in times of sickness or annual leave and undertake any duties deemed reasonable by your line manager

Support the maintenance and updating of all patients’ referral to treatment pathways, including outpatient clinic outcomes, results tracking, any waiting list arrangements and associated appointments, as required by the service

Detailed job description and main responsibilities

Communication:

To liaise with and act as a point of contact for clinical and non-clinical staff via telephone and email.

To act as a point of contact for patients, relatives and carers. The post holder should be always polite and empathetic to the patient’s needs and be able to communicate effectively when dealing with difficult situations/conversations.

Returning calls promptly and keeping callers updated with information in an effective and efficient way.

Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate.

Patient care:

To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner.

To welcome and assist patients, relatives and visitors on arrival to the ward and inform appropriate staff.

Service Development and Research:

Attend training courses as required to support personal development and the needs of the service.

Assist in training of new members of the team.

Finance and Resources:

Maintain, order and/or receipt stationary and essential items, in line with Trust policies.

Information Resources:

To audio type, edit and proofread clinical letters, general correspondence and reports using the Trust’s Digital Dictation and Speech Recognition System, ensuring that all correspondence is despatched within the Trust’s target turnaround times.

Achieve the required standard of proofreading/editing using the Trust’s Digital Dictation and Speech Recognition System, as specified by the Trust.

Use the relevant computer systems and Patient Administration System (PAS) to accurately input and retrieve patient information, updating demographics where necessary.

To check incoming email inbox(s) daily to keep up to date with departmental and Trust wide news and information.

To check and update patient details on arrival to the ward, retrieving data from several internal and external PAS’s to ensure real time patient flow data is kept across the Trust.

Be responsible for the accurate entry of data to computerised databases, using all computer systems relevant to the role.

To review discharge paperwork and book patient follow-up appointments in line with the Patient Access Policy (PAP) and arrange appointment related services as and when required (e.g., transport and interpreting services).

Other:

Act with flexibility to utilise skills in other functions when appropriate or required by the role’s line manager.

Maintain confidentiality and discretion and always comply with the terms of the Data Protection Act and local Trust policies.

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.