Support Secretary/Scheduler

Job overview

The Endocrinology department is looking to recruit a highly motivated, energetic and efficient team player to join the clerical team as scheduler

The post holder will be well organised, have a pleasant and approachable manner, be proactive, able to use there initiative and able to work well is a busy, fast paced environment. Good communication and IT skills are essential.

The main purpose of the role is to ensure the efficient running of the unit by being responsible for the scheduling of all planned day cases.  In addition, the post holder is responsible for ensuring all administration tasks are completed to support the clinical team on the unit.  The post holder will work closely with clerical officers, medical secretaries and the clinical teams to ensure all systems are managed effectively according to Trust procedure.

Main duties of the job

• Use the scheduling system to plan patients’ day case admissions, working closely with the ward manager about capacity to ensure efficient flow of patients within the department.
• Manage booking requests from across the Trust for blood transfusions, using the scheduling system to ensure numbers of bookings are in line with staffing numbers.
• Liaising with the coding department to ensure accurate recording and coding of procedures undertaken on the unit.
• General reception duties including greeting patients, booking patients into clinics and outcoming appointments.
• Add to waiting lists for day case investigations taking instruction from a booking form.
• Adhere to all written instructions on the clinic proformas with regard to scheduling and booking of appointments.
• Manage the booking of bone density scans ensuring that diagnostic waiting targets are not breached.
• To work closely with the Ward Manager to ensure good channels of communication with patients with regards to their planned day case.
• Communicate compassionately with patients who may be anxious, angry or upset, ensuring confidentiality at all times.
• Provide comprehensive advice to patients regarding follow up appointments
• Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES:

• Responsible for the supervision of the Clerical Officers to ensure admin task are completed in a timely manner and to escalate accordingly when there are any issues.
• Use the scheduling system to plan patients’ day case admissions, working closely with the Ward Manager about capacity to ensure efficient flow of patients within the department.
• Manage booking requests from across the Trust for blood transfusions, using the scheduling system to ensure numbers of bookings are in line with staffing numbers.
• Liaising with the coding department to ensure accurate recording and coding of procedures undertaken on the unit.
• General reception duties including greeting patients, booking patients into clinics and outcoming appointments.
• Add to waiting lists for day case investigations taking instruction from a booking form.
• Adhere to all written instructions on the clinic proformas with regard to scheduling and booking of appointments.
• Manage the booking of bone density scans ensuring that diagnostic waiting targets are not breached.
• To work closely with the Ward Manager to ensure good channels of communication with patients with regards to their planned day case.
• Communicate compassionately with patients who may be anxious, angry or upset, ensuring confidentiality at all times.
• Provide comprehensive advice to patients regarding follow up appointments
• Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.