Outpatient Clinic Co-Ordinator - Prosthetics

Job overview

The post holder will provide administrative and secretarial services working as part of a team within the Ocular Prosthetics Department.

In addition the post holder will be responsible for organising and prioritising medical referrals and updating patients with service information where appropriate.

Please note we are unable to offer sponsorship for this role.

Main duties of the job

To contribute towards a clerical service to the Department by assisting the Ocularists and other clinical staff in daily efficient running of the Department.

To ensure that the “clinical day” for the 5 departmental Ocularists is fully utilised with patient treatments and outcomes compliant with the Ocularists training and abilities.

To perform day to day reception/clerical duties to a high standard, providing a patient-centred service, ensuring that referrals are prioritised accurately, ensuring patients are directed to the appropriate clinical areas and entering patient details into the database/PAS system accurately.

To ensure robust management of the waiting list in line with national and local guidance.

Day to day contact with patients: To keep patients updated on Ocular Prosthetic service waiting times where appropriate (especially in the event of unexpected delays)

Organise and co-ordinate the treatment of adult and child patients as and when needed by liaising with clinical and nursing staff.

Arrange Portering services for patients.

Arrange Hospital Transport for patients.

Arrange interpreters for patients when these have been requested by the GP’s and ensuring future bookings are in line with trust policy.

Deal with internal and external enquiries, visitors and telephone

Work as a team with the Ocularists and Head of Department

There will be a requirement for working also in the Richard Desmond Children’s Eye Centre (RDCEC) and for flexible working as required.

Detailed job description and main responsibilities

To adhere to all agreed Key Performance Indicators for data quality, providing exception reports where these are not met.

Respond to telephone enquiries from patients and staff promptly and in a courteous and professional way, adhering to service guidelines and standards. It is expected to deal with concerns as appropriate in order to maintain the efficiency of the service.

Respond accurately to patient queries regarding their treatment pathway, explaining in simple terms where required, referring to relevant colleagues were required.

To arrange transport bookings for patients as necessary.

To book translators for patients where required and provide correspondence to patients in the most appropriate format in line with Accessible Information Standards (AIS).

Provide administrative support for clinicians where required.

Ensure letters, reports and results and filed accurately within patient health records.

Assess patient eligibility for NHS treatment in accordance with

Department of Health and Trust policies and procedures.

Participate in the induction and training of new members of staff within the team, sharing knowledge and expertise of the administrative processes, functions and specialty specific knowledge.

Participate in a rota system to provide cross-cover for other members of staff within the team to ensure consistent and effective service is maintained during periods of annual leave/sickness.

To assist patients with using the electronic self check-in kiosks where required.

Open, sort and distribute incoming mail.

Attend mandatory training required for administrative staff to ensure compliance with the Trust Mandatory Training Framework including participating in annual performance and development reviews.

Adhere to the Trust’s values; ‘The Moorfields Way’ at all times.

To undertake any other duties designated by senior members of staff

To actively participate in any training and development identified.

Assist in the maintenance of information for the ISO 9001 : 2000 Quality System

Ensure that allocated jobs and duties of staff are completed, and to ensure that high standards are maintained. (Quality control).

There will be a requirement for working also in the Richard Desmond Children’s Eye Centre (RDCEC) and for flexible working as required

To maintain diaries notice boards and wall planners to ensure that all relevant members of staff are aware of planned absences so that appropriate action can be taken.

Any other suitable duties as directed by Service Manager or Seniors.