Oncology Booking Clerk

Job overview

We are looking for an excellent individual to join our team of booking clerks in Haematology and Oncology Services.   This post will mainly be based at the Aylesford Unit Warwick Hospital and Rigby Unit at Stratford Hospital.

As part of the booking team you will provide specialised, comprehensive and confidential patient-centred clinical administration and booking service within Oncology and Haematology services.  You will cover the out coming of clinics, process referrals, book patient appointments, reception cover and deal with queries from patients and their carer’s in person and by telephone/email.

This role is a perfect opportunity to someone who has excellent communication, customer service and organisational skills, works well as a member of a team and can meet deadlines under pressure.

Main duties of the job

To work as part of a team providing booking cover for the consultants, junior medical staff and nursing staff within the team, with particular responsibility for ensuring new and follow up appointments are booked, and patients are greeted to clinic and outcomed appropriately in line with their clinical appointments.

To support the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and E-referrals.

To support the delivery of a specialty specific single point of access for patients. To work collaboratively with other members of the administrative team within Cancer Services.

Detailed job description and main responsibilities

Registration

Register and change patient details which are incorrect on PAS – inter trust transfer process.

Process Referrals and all aspects therein. Input referral data onto the PAS, Somerset Cancer Register and the MOSAIQ Oncology Management system /referral database as required incorporating RTT &/or Cancer Waiting Times.

Open and stamp post, check emails and distribute accordingly.

Print the Choose & Book referral letters.

Scan referral letters onto the relevant database.

Typing correspondence within cancer services.

Book follow-up appointments for patients from clinic as and when required.

Call Handling

Liaise with patients - answer telephone in an efficient, prompt and polite manner.

Make appointment bookings using PAS and the E-referral application of all New and Follow-up appointments within set guidelines.

Contact patients to attend appointments at short notice or when their appointments have to be cancelled.

Deal with queries and liaise with the Dedicated Clerks and all grades of staff in relation to appointment queries or slot capacity issues and transfer callers to relevant extensions where necessary.

Liaise with reception staff, notifying them of patient cancellations on the day of clinic.

Arrange transport/Interpreters for follow-up appointments where necessary.

Keep documentation up to date including clinic codes.

Cancer Services

To process 2 week wait referrals for set specialties.

Contact patients to attend appointments at short notice or when their appointments have to be cancelled.

Scan referrals onto the relevant database.

Alert line manager/GMs if no capacity to book within 2 week guidelines.

Input data into the Cancer Database.

Run and check reports as and when required.

Other

May be required to train and support more junior members of staff with departmental processes and procedures.