Receptionist, Day Surgery Ward

Job description

Job summary

*** Thisvacancy is currently only open to Herefordshire and Worcestershire NHS staff***

Anexciting opportunity has arisen within Birch Day Case Unit at the AlexandraHospital, Redditch for 0.58 WTE Band 3 Ward Clerk. This equates to 22hours per week

Weare looking for a highly motivated individual who is keen to work in a busy andgrowing environment within an extremely supportive team.

Experiencewould be desirable, but not essential as full training will be given. Computerliteracy of a high standard would be expected as the job involves a lot ofaccess to Trust IT systems.

Wewould like someone who has an excellent customer service approach, as you willbe the first member of the team that our patients will meet.

Youneed to be able to multi-task and workunder pressure, as the job can be fast paced at times

Theunit takes various surgical specialties such as general surgery, urology,gynaecology, orthopaedics and vascular surgery.

Wehave also expanded care into interventional radiology and operate a TheatreAdmissions Unit.

The Day Unit currently has 19 trolley spaces and 3 seated spacesin use at any one time, which are reused over the day to maximise volume ofpatients that come through our unit. The Theatre Admissions Unit has 9 seatedspaces.

Currentlythe hours will be split from Mon-Fri between 7am-8pm, withpotential for later working and weekend work. You will berequired to work a mix of shift patterns and be flexible.

Main duties of the job

Toprovide administrative and clerical support to the ward, professional qualifiedstaff and provide first point of contact to all users of the service.

Totake a key role in allocating patients to maximise capacity within the unit

Toensure the availability of accurate patient records and documentation as perTrust policies and procedures

Todeal with patients relatives and other members of the public politely andefficiently and ensure confidentiality and security of patient information asper Trust policy

About us

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

Key Duties

Responsible for undertaking phone callsfor next day admissions to pre-empt cancellations

Responsiblefor generating and sending out patient admission letters for Ophthalmology GApatients

Responsiblefor the administration of the generic email account and placing additional TCIrequests in partnership with the Nurse in Charge for the day

Assistingin planning the weekly allocation sheets and as new booking come in that theseare checked regularly to ensure capacity is not exceeded alongside checking thetheatre management system Bluespier for changes to allocated patients

Providecorrect starving instructions to patients relevant to their admission time ifrequested via telephone pre-admission

Contactpatients via telephone to change TCI times as required

Scanningto email the optometrist referrals after the GA cataract surgeries

Preparingdaily notes for DSU organising all the correct paperwork for the correctsurgeries

Ifpatient cancels surgery inform relevant personnel cancel on Allscripts PAS andupdate to reflect the cancellation

Responsiblefor discharging the patients as they go home throughout the day on Allscripts PASor transferring them to a ward if the patient does not go home

Onday of surgery when patients arrive check their demographic details are correctand admit and amend any necessary details on Allscripts PAS

Theworkstation is required to be kept clean and tidy in line with infectioncontrol policy

Toreceive general telephone calls taking messages accurately and passing these onto the correct person dealing with initial enquiries in a friendly professionalname and referring the call to the relevant member of staff as appropriate

Toupdate and maintain filing systems in the unit to enable timely and accurateinformation retrieval

Maintainrecords regarding admission discharges ward attender appointments on clinicalIT systems

Toundertake other relevant clerical duties as required including photocopyingreceiving sorting and distribution of mail basic typing and sending emails

Responsiblefor preparing discharge notes for scanning.

Responsiblefor ordering and maintaining stock stationary levels through our orderingsystem Xerox

Ensurethat all notes are tracked to the relevant department

Arrangefor urgent collection and delivery of notes as required

Ensure that patient case notes areavailable creating event notes when needed including patient labels and wristbands. Maintain case notes in a tidy manner filing patient documents inaccordance with Trust policy

Provideappropriate information to the Private Patients Officer regarding overseas and privatepatients

Assigned Tasks within Ward/Department

Toassist with reception and comfort of relatives as requested by nursing staff

Workcollaboratively as part of an integrated team

Organiseown day to day work tasks showing an ability to prioritise in order to achieveset timescales

Abilityto make decisions and take actions within the Ward environment relating toroutine enquiries, whilst receiving support and supervision

General Responsibilities

Toensure the confidentiality of all patient information and Trust business.

Tocomply with all Trust policies and procedures.

Inaccordance with the Trusts Health and Safety Policy, the post holder must takereasonable care of their own health and that of others who may be affected bytheir acts or omissions at work. Thepost holder must cooperate with staff in complying with any statutoryrequirements and participate in the workplace monitoring processes in order tohelp maintain a healthy, safe and secure workplace

Toreport any accident or untoward incidents and complaints

Tocreate and maintain positive working relationships with colleagues and otherstaff within the workplace.

Toact always in a manner which will promote a good image of the unit

Torespond appropriately to clinical emergencies as directed by the nurse incharge

Tocontribute or to participate in any initiatives to improve the quality ofservice to patients

Job description
Job responsibilities

Key Duties

Responsible for undertaking phone callsfor next day admissions to pre-empt cancellations

Responsiblefor generating and sending out patient admission letters for Ophthalmology GApatients

Responsiblefor the administration of the generic email account and placing additional TCIrequests in partnership with the Nurse in Charge for the day

Assistingin planning the weekly allocation sheets and as new booking come in that theseare checked regularly to ensure capacity is not exceeded alongside checking thetheatre management system Bluespier for changes to allocated patients

Providecorrect starving instructions to patients relevant to their admission time ifrequested via telephone pre-admission

Contactpatients via telephone to change TCI times as required

Scanningto email the optometrist referrals after the GA cataract surgeries

Preparingdaily notes for DSU organising all the correct paperwork for the correctsurgeries

Ifpatient cancels surgery inform relevant personnel cancel on Allscripts PAS andupdate to reflect the cancellation

Responsiblefor discharging the patients as they go home throughout the day on Allscripts PASor transferring them to a ward if the patient does not go home

Onday of surgery when patients arrive check their demographic details are correctand admit and amend any necessary details on Allscripts PAS

Theworkstation is required to be kept clean and tidy in line with infectioncontrol policy

Toreceive general telephone calls taking messages accurately and passing these onto the correct person dealing with initial enquiries in a friendly professionalname and referring the call to the relevant member of staff as appropriate

Toupdate and maintain filing systems in the unit to enable timely and accurateinformation retrieval

Maintainrecords regarding admission discharges ward attender appointments on clinicalIT systems

Toundertake other relevant clerical duties as required including photocopyingreceiving sorting and distribution of mail basic typing and sending emails

Responsiblefor preparing discharge notes for scanning.

Responsiblefor ordering and maintaining stock stationary levels through our orderingsystem Xerox

Ensurethat all notes are tracked to the relevant department

Arrangefor urgent collection and delivery of notes as required

Ensure that patient case notes areavailable creating event notes when needed including patient labels and wristbands. Maintain case notes in a tidy manner filing patient documents inaccordance with Trust policy

Provideappropriate information to the Private Patients Officer regarding overseas and privatepatients

Assigned Tasks within Ward/Department

Toassist with reception and comfort of relatives as requested by nursing staff

Workcollaboratively as part of an integrated team

Organiseown day to day work tasks showing an ability to prioritise in order to achieveset timescales

Abilityto make decisions and take actions within the Ward environment relating toroutine enquiries, whilst receiving support and supervision

General Responsibilities

Toensure the confidentiality of all patient information and Trust business.

Tocomply with all Trust policies and procedures.

Inaccordance with the Trusts Health and Safety Policy, the post holder must takereasonable care of their own health and that of others who may be affected bytheir acts or omissions at work. Thepost holder must cooperate with staff in complying with any statutoryrequirements and participate in the workplace monitoring processes in order tohelp maintain a healthy, safe and secure workplace

Toreport any accident or untoward incidents and complaints

Tocreate and maintain positive working relationships with colleagues and otherstaff within the workplace.

Toact always in a manner which will promote a good image of the unit

Torespond appropriately to clinical emergencies as directed by the nurse incharge

Tocontribute or to participate in any initiatives to improve the quality ofservice to patients

Person Specification

Qualifications

Essential

• Good general education e.g. GCSE English and Maths A-C or equivalent
• NVQ Level 3 or equivalent qualification within administration or equivalent experience

Desirable

• Basic IT qualification

Experience

Essential

• Previous clerical or reception experience within a hospital or customer service environment

Desirable

• Knowledge of medical terminology
• Previous scheduling experience

Skills and Knowledge

Essential

• Excellent communication skills.
• Excellent telephone manner.
• Excellent IT skills with a recognised qualification
• Experience in dealing tactfully with the general public.
• Ability to problem solve.
• Ability to work as part of the ward team.
• Good time management skills
• Ability to multi task
• Ability to work in a fast-paced environment

Desirable

• Familiar with Allscripts Pas, patient administration systems.
• CLIP
• Bluespier

Personal Qualities and other job requirements

Essential

• Demonstrate initiative, motivation and ability to prioritise workload
• Calm approach to work duties and ability to work in a busy environment
• Assist in the allocation of booked admissions to the Day Case Unit.
• Willingness to undertake further training and self-development.
• Compliance with Trust Dress Code.
• Ability to work flexibly
• Ability to undertake manual handling and movement tasks

Trust values

Essential

• Able to demonstrate our Trust values and behaviours
• Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns.
• Ensuring people feel cared for we all take responsibility for actively supporting
• and nurturing a kind and compassionate environment for ourselves and others.
• Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.

Herefordshire and Worcestershire NHS staff Job Vacancy

Essential

• This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?

Person Specification
Qualifications

Essential

• Good general education e.g. GCSE English and Maths A-C or equivalent
• NVQ Level 3 or equivalent qualification within administration or equivalent experience

Desirable

• Basic IT qualification

Experience

Essential

• Previous clerical or reception experience within a hospital or customer service environment

Desirable

• Knowledge of medical terminology
• Previous scheduling experience

Skills and Knowledge

Essential

• Excellent communication skills.
• Excellent telephone manner.
• Excellent IT skills with a recognised qualification
• Experience in dealing tactfully with the general public.
• Ability to problem solve.
• Ability to work as part of the ward team.
• Good time management skills
• Ability to multi task
• Ability to work in a fast-paced environment

Desirable

• Familiar with Allscripts Pas, patient administration systems.
• CLIP
• Bluespier

Personal Qualities and other job requirements

Essential

• Demonstrate initiative, motivation and ability to prioritise workload
• Calm approach to work duties and ability to work in a busy environment
• Assist in the allocation of booked admissions to the Day Case Unit.
• Willingness to undertake further training and self-development.
• Compliance with Trust Dress Code.
• Ability to work flexibly
• Ability to undertake manual handling and movement tasks

Trust values

Essential

• Able to demonstrate our Trust values and behaviours
• Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns.
• Ensuring people feel cared for we all take responsibility for actively supporting
• and nurturing a kind and compassionate environment for ourselves and others.
• Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.

Herefordshire and Worcestershire NHS staff Job Vacancy

Essential

• This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust
Address

Worcestershire Acute Hospitals NHS Trust

Alexandra Hospital

Woodrow Drive

Redditch

Worcestershire

B987UB

United Kingdom

Employer's website