Job Description

Role: Clinic Co-ordinator

Work hours:

Monday to Friday

8.30-17.00 with 1/2 hour unpaid break

8.0 hours per day.

Start Date:

ASAP

Location:

Unit 13, Interface Business Park, Royal Wootton Bassett, SN4 8SY

Salary:

Dependant on experience

Benefits:

Pro-rata 33 days holiday (inclusive of bank holidays) Closed bank holidays Auto enrolment pension scheme (Nest) Vitality private health insurance from 1st year anniversary Comprehensive employee assistance programme Real Living Wage employer Uniform top provided Team discounts on non-medical products Mindful Employer

Reporting to:

Patient Services Manager

Summary:

We are a Consultant-led Care Quality Commission regulated Dermatology and Plastic Surgery day case, outpatient and diagnostic centre, located just outside of Swindon in Wiltshire.

This is a CQC registered Day Surgery Unit and Clinic Facility providing a wide range of treatments and local anaesthetic procedures, encompassing both Private & NHS patients. Initially the service will operate to provide a skin cancer diagnostic and treatment service to both private and NHS patients with likely expansion in the future.

Patient safety and satisfaction is at the core of everything we do, therefore our ideal candidate should embrace our core values by ensuring dignity & respect are always provided, offer quality care, are accountable for their own actions, attentive to their patients and collaborate with colleagues.

While previous experience in surgical administration would be preferable, we would welcome your application and invest on your training if you can show a great passion for providing high-quality care and take pride in your work.

A constructive, flexible approach, high level of communication and a positive can-do attitude is exactly what we are looking for. We have a fantastic opportunity to provide a quality service that is locally delivered for our community, and in time expand our range of services.

Main Duties and Responsibilities

The Clinic Co-ordinator has a varied and extensive role within the greater Patient Services team. Working alongside the Patient Services Manager, Clinic Co-Ordinators oversee clinic availability, utilisation, referral triaging and patient bookings. Clinic Co-Ordinators will be responsible for the administration of our NHS and private availability and bookings, and work closely with our Private Patient Care Co-Ordinator, NHS Dermatology Co-Ordinator and NHS Patient Booking Team. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent tasks that pop up as in any busy patient facing environment. Possessing effective communication, an eye for accuracy and meticulous detail you'll collaborate with colleagues and clinicians to bring together all aspects of our service. You will ideally have some experience and knowledge of the NHS and ideally experienced in the use of SystmOne, E-Referrals and Microsoft Office. The below list provides information on important aspects of the role, but is not necessarily exhaustive as other responsibilities can arise day to day. Please note, Cotswold Surgical Partners provide a service across two locations. This role is based in Royal Wootton Bassett.

Obtain clinician availability and session bookings. Ensure all clinician bookings are confirmed in writing. Update the facility planner, linking clinician bookings to the relevant theatre, clinic room. Allocate NHS sessions, ensuring NHS sub-contract availability/targets are met. Upload clinics/sessions on to SystmOne for patient booking. Maximise facility utilisation - both NHS and private. Identify capacity issues and report to Patient Services Manager / General Manager so these can be managed. Support Co-Ordinators and Patient Booking Team to ensure sessions/clinics are maximised, cancellations are addressed and DNA's are managed and kept to a minimum. Oversee wait lists, ensure appointments are offered in priority/date order. Manage incoming referral streams, identify any concerns. Liaise with referral management centres and NHS contract Leads should referral concerns or wait list issues arise. Triage day case plastic surgery referrals received, including those from the Electronic Referral Service, to ensure that all required documentation is received. Ensuring all required referral information is received, overseeing the acceptance and return authorisations and chasing additional information that may be required, Recording referral and surgical information to assist with data tracking and contractual reporting requirements. For example, Referral to Treatment (RTT) reporting. Manage post-operative clinical queries/concerns with direct support from Clinical Lead/ Nursing Team. Patient file preparation. Ensure that all patient paper files are prepared, verified and are accurate prior to the patient's appointment. Quality audit patient records when preparing a clinic to ensure all records required are in place, e.g. medical summaries and histology reports when noted. Post-operative patient folder checks post-surgery/visit. Ensuring all records are present and accurately completed during the appointment. Ensuring the surgical safety briefing sheet is present, completed and comments requiring review/further action are logged on to the follow-up spreadsheet. Phone and reception cover when required. Oversee / Supporting colleagues within the NHS Patient Bookings Team with any patient or booking queries. Allocate the Patient Bookings Team daily tasks and priorities. Full and proper use of our systems including the recording of reportable data to commissioners Develop and maintain effective communication skills to ensure a high-quality service is provided when liaising with patients, GP's and all other internal and external contacts to ensure patient's appointments are made appropriately. Run monthly reports to ensure all new referrals booked have been ended on the system. Amend/oversee clinical caseloads as required. Create clinic/operation sheet and pull patient records. Clinic administrative support for medical professionals (IT and paper based). Support clinical staff in the delivery of patient appointments. Support administration team with access to shared admin email inboxes when required. Understanding surgical procedures, such as the necessary time a surgery takes and the medical staff required, to properly maintain a surgical schedule. Ensuring records are available at each operating location when needed, using our courier service if required. Ensuring any task or clinical requests are followed up on and organised. Holiday cover for Dermatology Co-Ordinator. This can include tasks such as booking first outpatient appointments, follow-up reviews and requesting/monitoring/reporting blood test and pregnancy test results. Holiday cover and support for the Private Patient Co-Ordinator. Managing availability - covering each other's holiday requests/working patterns. Understanding and oversight of the Private Patient Co-Ordinator and NHS Dermatology Co-Ordinators role specifications and responsibilities. This will ensure that all Co-Ordinators can oversee and support one another alongside the greater Patient Booking Team. Adhere to Cotswold Surgical Partners' safeguarding policies and procedures. The post holder works within well-defined boundaries, using initiative to make planning decisions as required. They will have access to the Practice Manager at all times. Display a professional, positive, and supportive attitude, upholding the care values of Cotswold Surgical Partners, which are:
- Dignity and Respect

- Quality Care

- Accountable

- Attentive

- Collaborative

Person Specification:

Attention to detail and accuracy including close and continual monitoring and checking of processes and work tasks.

Work planning and management including scheduling and prioritising work tasks to meet strict deadlines.

Efficient data collection, review and management plus good data entry skills.

Able to identify problems quickly and accurately and implement workable solutions.

Strict adherence to confidentiality regulations and ethical standards.

The ability to communicate effectively with other employees and stakeholders.

Essential

Must have administration and clerical experience. Experience in a similar role. Excellent communication and customer service skills, particularly by telephone as most appointment confirmation is completed in this way. NHS experience - desirable.

Knowledge of NHS systems - desirable.

Satisfactory DBS/criminal convictions check
Job Type: Full-time

Pay: 12.21-13.75 per hour

Benefits:

Company pension Cycle to work scheme Employee discount Health & wellbeing programme Private medical insurance
Ability to commute/relocate:

Swindon SN4 8SY: reliably commute or plan to relocate before starting work (required)
Work Location: In person