Key Responsibilities:
Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust to ensure coordination of all elements of the patient pathway, including highlighting patient target dates for timely investigations and diagnostics.
Liaise with the Paediatric Appointment Team regarding outpatient clinic bookings and ensure follow-up appointments are scheduled promptly.
Manage specialty waiting lists and outpatient procedure bookings to ensure timely treatment.
Monitor patients sent to other Trusts for treatment to prevent breaches of 18 weeks.
Highlight potential breaches or delays in the patient pathway to the Team Leader or Service Manager as per Trust escalation policy.
Directly liaise with patients to book, cancel, and rebook outpatient appointments or procedure dates.
Send out relevant appointment letters and manage cancellations/rebookings.
Check clinic letters for accuracy and ensure outcomes are recorded on Surrey Safe Care/Cerner.
Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care/Cerner.
Monitor clinic overbooking and arrange additional clinics to meet 18-week and cancer targets.
Manage changes in clinic templates as directed by Team Leader/Service Manager.
Attend regular team meetings arranged by Team Leader.
Effectively deal with patient queries via written communication and telephone/email.
Provide secretarial/admin cover from 9 am to 5 pm, Monday to Friday, within each specialty.
Deliver fast and accurate clinical correspondence with proficient use of appropriate software and systems.
Prepare straightforward replies and requests for consultant teams as appropriate.
Utilize new working systems to promote efficient service delivery, including outsourced transcription services and electronic storage systems.
Review rejected clinic letters daily through Docman EDT Hub.
Perform general office duties including filing and photocopying.
Competently use the Patient Administration System (PAS) in relation to the 18-week patient pathway.
Ensure changes notified by patients are added accurately and immediately.
Act as the first point of contact for written and telephone queries on behalf of consultants and teams.
Handle enquiries from patients, relatives, wards, GPs, and external agencies while ensuring patient confidentiality.
Ensure all results are checked by the Consultant and filed appropriately.
Attend departmental meetings and provide secretarial services as required.
Supervise Clinical Office Administrators and Assistants when applicable and assist in training new staff.
Exercise independent judgement and initiative when resolving problems.
Provide the Inter Provider Transfer Minimum Data Set within 48 hours for all tertiary referrals.
Chase up responses to complaints within deadlines and forward them to the correct party.
Participate in Progress & Development Reviews and maintain a Personal Development Folder.
Attend Trust training courses to maintain skills and knowledge.
Implement relevant Trust and Directorate policies on behalf of the Consultant team.
Ensure all commitments are managed appropriately and notify relevant parties of any planned leave for Consultants or junior doctors.
Support the day-to-day organization of the Consultant's diary and arrange meetings and appointments.
Train clinical staff in the use of dictating machines and clinic outcome forms.
Cooperate with the introduction of new technology and methods of working.
Establish good communication with other secretaries, medical staff, and departments.
Demonstrate understanding and reassurance when dealing with patients and their relatives.
Undertake mandatory training as required by the Trust.
Perform any other duties appropriate to the role and grade.
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