WGOS Referral Officer

Job overview

The WGOS Referral Officer will provide administrative and clerical support to the Primary Care Contracting Team. Main duties will include the management of virtual review outcomes, waiting lists, coordinating / tracking follow up patients sent to Primary Care Optometrists and any other admin duties relating to discharge. The post holder will support referral audits working closely with the Contracts Manager, Optometric Advisor and Primary and Secondary Care Colleagues

This is a fixed term post until 31 March 2027 to cover the needs of the service.

Main duties of the job

The post holder will provide administrative and clerical support to the Primary Care Contracting Team within the Primary Care and Communities in Primary Care. The post holder is a key member of the team, working closely with the Contracts Manager and Optometric Advisor, Secondary Care Colleagues, patients and or carers, GP’s and other services users or stakeholders within the Health Board. The post holder will assist in working towards key objectives:

• Appropriately discharge patients who are eligible for WGOS
• Communicate regularly with the Contractors Manager
• Support the undertaking of monthly audits to ensure all patients appointments are processed in accordance with agreed timeframes.
• Discharge patients to an assigned WGOS provider
• Ensure an efficient telephone service is maintained
• Work with WGOS providers to minimise short notice cancelled appointments and optimise appointment capacity
• Collate data in relation referrals and wait times.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Detailed job description and main responsibilities

. WGOS Referral Management

• Implement processes and pathways in relation to WGOS referrals and propose changes where appropriate.
• Support referral audits
• Collect and analyse data in respect of referrals rates on a weekly basis, including DNA and CNAs.
• Follow up with patients in relation to their referral, providing advice and dealing with any queries in respect of their referral/care
• Duplicate referrals
• Chasing of outstanding referral letters
• Liaison with Contracts Manager, Service Managers, Optometric Advisor, Ophthalmologists and Secondary Care Colleagues in relation to referrals
• Template Changes
• Letter Changes
• Regularly review details, including patient details, entered onto the Health Boards computerised systems ensuring they are accurate and up to date, taking appropriate action where necessary.
• Reporting any issues in relation to WGOS referrals to Contracts Manager immediately 2. To assist in the training and supervision of all clerical staff. 3. To promote good staff communication skills. 4. To keep abreast of any changes in policies and procedures, including Health Board Service Standards, and implement amendments as appropriate. 5. To work autonomously, prioritising own workload, and make decisions within specified guidelines and procedures, seeking advice where necessary. 6. To keep abreast of current Welsh Government (WG) guidelines, in particular the WGOS manuals and the National Clinical Strategy for Ophthalmology. 7. To ensure the information sent out to patient is of excellent quality 8. To maintain good communication with the peers, managers, other departments and the general public. 9. Actively participate in the duties of the department as required. 10. Deal with requests in accordance with the General Data Protection Regulations

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Welsh language skills are desirable