Reception, Pull & Prep Clerk - Outpatients, Leigh

Job overview

PLEASE NOTE THAT THIS IS A VERY PHYSICALLY DEMANDING ROLE AND REQUIRES THE CANDIDATE TO FILE, MOVE AND HANDLE LARGE QUANTITIES OF HEALTH RECORDS

The Healthcare Operations Department are looking to recruit a temporary Clinic Prep Clerk for 37.5hrs per week within the Prep Team based at Leigh Infirmary; however, you may be required to work on other sites if cover is needed.  The service operates Monday to Friday between 7.30am and 6pm and Saturdays between 8.30am and 3pm. You would be expected to be able to work flexible covering these hours.

You must be a motivated, enthusiastic individual who possess excellent interpersonal and communication skills with an ability to work effectively within a team.  You must also have knowledge of general office systems and protocols in a customer related environment.

NHS Employees should ideally secure their manager’s agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as It has been established to support the an employee on secondment and will end 05/10/26 or when the substantive postholder returns.  Whilst this post is advertised on an temporary basis, there is the potential that this post may become permanent in the future.

Main duties of the job

* Applicants who have already received feedback that they are unsuitable for the position need not apply - unless they have taken steps to strengthen their application to demonstrate and evidence how you meet the essential criteria since that decision. *

The post holder will provide full administrative support to the Outpatient Service Department, by the timely and accurate preparation of Outpatient clinics and reception of patients.

It is important to ensure patient’s needs are central to the delivery of the service, therefore it is important that you have first class customer service skills along with a professional telephone manner. and compliance with all appropriate policies and procedures.

Must be educated to GSCE level or equivalent / relevant experience and demonstrate keyboard skills.

It is necessary to be flexible and able to adapt quickly to change and altering work patterns. Will be covering various admin and clerical duties in line with service demands.

Shortlisting is based on the person specification, therefore, when completing your supporting statement, please refer to the person spec, demonstrating in your application how you match all points, providing examples of experience, understanding and transferable skills.

Detailed job description and main responsibilities

The main duties of this role are

• To ensure that all patients’ case-notes are prepared and available in advance of the clinic in accordance with procedure
• To receive patients at reception and ensure that all patient demographic details are update both on HIS and in the case-notes.
• To book all patient follow-up appointments in accordance with clinic rules and deal with enquiries from the general public and other disciplines of staff regarding clinic bookings.
• To be responsible for the recording of all clinic outcomes and other information within agreed deadlines.
• To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance.
• To assist members of the medical and nursing staff with any queries during the course of the clinic.
• Deal with walk-in patients to clinic, ensuring that the patients’ case-notes are obtained and transported as quickly as possible.
• Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required.
• Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic.
• Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to.
• To provide cover when necessary.
• Receive and process telephone messages in accordance with instructions
• Utilise the Trust’s IT resources appropriately and in adherence to policies and procedures
• Maintain accurate, timely and legible records
• Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio or videotapes, x-ray images.
• Demonstrate effective communication using the spoken word to influence outcomes
• Demonstrate awareness and sensitivity of patients with hearing difficulties and where patient’s language is not English
• To provide any other duties that may be required relevant to this grade.