Job summary
To provide an efficient, courteous and helpful reception service to patients, their families and other professionals when they contact the Rheumatology Department.
To undertake various clerical duties associated with the custody and use of Health Records. This will include all administrative procedures and documentation associated with a patient’s journey through the Rheumatology Service, as outlined in the Patient Access Policy.
It is expected that staff will undertake clerical duties relating to any aspect of the service.
It is expected that staff will be able to demonstrate a significant level of initiative in organising their workload and in taking decisions and action within clearly defined limits. They will also ensure the requirements of role are done in a timely manner.
To ensure patient confidentiality is maintained at all times.
Main duties of the job
The post holder will work as a member of a team in rheumatology day case unit and required to undertake all aspects of the role, including dealing with patient enquiries, both in person and on the telephone, handling paper and computerized patient records, data inputting and filing, booking appointments and treatments.
The post holder works in close partnership with the clinical teams working in and operating in the day case unit to ensure the smooth running of admissions and discharges and services.
About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Job description
Job responsibilities
- To use a range of IT systems to support the Trust requirements within the Health Record field
- Respond in a professional and Courteous manner when dealing with confidential or sensitive issues.
- To undertake full receptionist duties, ensuring the service is efficient and welcoming, maintaining confidentiality at all times
- To answer all incoming telephone calls and deal with as appropriate, ensuring that messages are communicated effectively and correctly.
- To accurately in-put, update and amend all patient related information on to the computerised Patient Administration System (PAS).
- To arrange referral or follow up out-patient appointments for patients as directed by nursing staff.
- To process referrals from the Clinical Nurse Specialists for patients attending the Rheumatology Day Unit for infusions, this includes adding the patient to the waiting list and ensuring that they are booked appropriately in to the Day Unit electronic diary according to treatment.
- To arrange patient admissions to the Rheumatology Day Unit for infusions, updating the Day Unit electronic diary and the computerised Patient Administration System (PAS).
- To be responsible for the amendment and/or cancellation of patient Day Unit admissions ensuring that they are re-scheduled as required using the computerised Patient Administration System (PAS) and updating the Day Unit electronic diary accordingly.
- To Register, Admit, Transfer, and Discharge patients using the computerised Patient Administration System (PAS).
- To liaise with the Multidisciplinary team to coordinate patient treatment/appointments as instructed by the nursing team.
- To coordinate and maintain the electronic Day Unit diary system to ensure that nursing off duty is recorded appropriately.
- To ensure that all filing is up to date.
- To prepare patient notes for patients attending the Rheumatology Day Unit including patient wrist bands.
- To be responsible for printing of the Day Unit electronic diary on a weekly basis.
- To work within identified guidelines with regards to safeguarding. To ensure safeguarding processes are followed in terms of documentation and reporting.
- To input data from a variety of sources using a range of identified data systems accurately and timely.
- To be responsible for the timely processing of all incoming and outgoing mail.
- To undertake photocopying, scanning and faxing as required by the team following Trust and Departmental policies.
- To convey appropriate information and messages received from patients, colleagues and managerial staff accurately and timely to the appropriate Professionals and Disciplines as authorised.
- To attend mandatory sessions and undergo training as deemed appropriate by your line Manager.
- To participate in the Trusts staff appraisal policy
- To be familiar with and comply with all Directorate and Trust policies and procedures.
- To undertake any tasks relevant to the work of a Health Records Clerk/Receptionist this may develop as a special requirement of the Directorate/Department.
- To assist with the training and induction of newly recruited staff within the department.
- Enquiries should conform at all times to the rules of confidentiality regarding the release of patient information. Policies and procedures should be followed when using either photocopying or facsimile machines to transmit or copy patients details.
- To book/arrange appointments for services provided within the Rheumatology Department
- To work as a team to ensure daily coverage of the Day Case Unit within the Service, including cross site working.
- To provide administration cover in the absence of the Musculo-Skeletal Ultrasound Administrator. This will include caching up (admitting and discharging) of patient appointments using the Patient Administration System (PAS) and SOLITON radiology system.
- To provide administration cover as required to support the Rheumatology Advice Line. This will include updating the advice line database as advised by the nursing team and caching up (admitting and discharging) of patient appointments following their telephone appointment.
- To arrange all appropriate appointments as directed by the nursing / medical team. This may involve liaising with the wider administration team to ensure patients appointments can be coordinated appropriately.
- To Co-ordinate stationery requirements within the department and ensure that stock levels are adequate, re-ordering new stock when necessary using the online ordering system.
This job description is not intended to be an exhaustive list of duties and it may be reviewed and altered in the light of changed service needs and developments after discussion with the post holder.
Job description
Job responsibilities
- To use a range of IT systems to support the Trust requirements within the Health Record field
- Respond in a professional and Courteous manner when dealing with confidential or sensitive issues.
- To undertake full receptionist duties, ensuring the service is efficient and welcoming, maintaining confidentiality at all times
- To answer all incoming telephone calls and deal with as appropriate, ensuring that messages are communicated effectively and correctly.
- To accurately in-put, update and amend all patient related information on to the computerised Patient Administration System (PAS).
- To arrange referral or follow up out-patient appointments for patients as directed by nursing staff.
- To process referrals from the Clinical Nurse Specialists for patients attending the Rheumatology Day Unit for infusions, this includes adding the patient to the waiting list and ensuring that they are booked appropriately in to the Day Unit electronic diary according to treatment.
- To arrange patient admissions to the Rheumatology Day Unit for infusions, updating the Day Unit electronic diary and the computerised Patient Administration System (PAS).
- To be responsible for the amendment and/or cancellation of patient Day Unit admissions ensuring that they are re-scheduled as required using the computerised Patient Administration System (PAS) and updating the Day Unit electronic diary accordingly.
- To Register, Admit, Transfer, and Discharge patients using the computerised Patient Administration System (PAS).
- To liaise with the Multidisciplinary team to coordinate patient treatment/appointments as instructed by the nursing team.
- To coordinate and maintain the electronic Day Unit diary system to ensure that nursing off duty is recorded appropriately.
- To ensure that all filing is up to date.
- To prepare patient notes for patients attending the Rheumatology Day Unit including patient wrist bands.
- To be responsible for printing of the Day Unit electronic diary on a weekly basis.
- To work within identified guidelines with regards to safeguarding. To ensure safeguarding processes are followed in terms of documentation and reporting.
- To input data from a variety of sources using a range of identified data systems accurately and timely.
- To be responsible for the timely processing of all incoming and outgoing mail.
- To undertake photocopying, scanning and faxing as required by the team following Trust and Departmental policies.
- To convey appropriate information and messages received from patients, colleagues and managerial staff accurately and timely to the appropriate Professionals and Disciplines as authorised.
- To attend mandatory sessions and undergo training as deemed appropriate by your line Manager.
- To participate in the Trusts staff appraisal policy
- To be familiar with and comply with all Directorate and Trust policies and procedures.
- To undertake any tasks relevant to the work of a Health Records Clerk/Receptionist this may develop as a special requirement of the Directorate/Department.
- To assist with the training and induction of newly recruited staff within the department.
- Enquiries should conform at all times to the rules of confidentiality regarding the release of patient information. Policies and procedures should be followed when using either photocopying or facsimile machines to transmit or copy patients details.
- To book/arrange appointments for services provided within the Rheumatology Department
- To work as a team to ensure daily coverage of the Day Case Unit within the Service, including cross site working.
- To provide administration cover in the absence of the Musculo-Skeletal Ultrasound Administrator. This will include caching up (admitting and discharging) of patient appointments using the Patient Administration System (PAS) and SOLITON radiology system.
- To provide administration cover as required to support the Rheumatology Advice Line. This will include updating the advice line database as advised by the nursing team and caching up (admitting and discharging) of patient appointments following their telephone appointment.
- To arrange all appropriate appointments as directed by the nursing / medical team. This may involve liaising with the wider administration team to ensure patients appointments can be coordinated appropriately.
- To Co-ordinate stationery requirements within the department and ensure that stock levels are adequate, re-ordering new stock when necessary using the online ordering system.
This job description is not intended to be an exhaustive list of duties and it may be reviewed and altered in the light of changed service needs and developments after discussion with the post holder.
Person Specification
written and verbal
Essential
- 4 GCSE’s Grade A – C or expected to achieve
- Knowledge of computer systems
Desirable
- NHS experience
- Experience of working in a team
Person Specification
written and verbal
Essential
- 4 GCSE’s Grade A – C or expected to achieve
- Knowledge of computer systems
Desirable
- NHS experience
- Experience of working in a team
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
