Clinic Prep Clerk

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust; Wigan; On-site; GBP 20,000 - 25,000; Full time

Job summary

A prominent NHS Foundation Trust in the UK is seeking an Administrative Support staff member for their Outpatient Service Department. The successful candidate will focus on patient reception and clinic preparation while ensuring compliance with healthcare procedures. Essential criteria include GCSE in English and NVQ level 2 in Business & Administration. Candidates should demonstrate excellent organisational and communication skills, with experience in a busy environment preferred. This role is vital to delivering a patient-centered service.

Qualifications

• Must have a clear understanding of confidentiality.
• Experience in a busy customer-focused environment is essential.
• Ability to deliver high levels of customer care and communication.

Responsibilities

• Prepare all patient case-notes in advance for clinics.
• Receive patients at reception, updating demographic details.
• Book follow-up appointments and handle clinic inquiries.
• Record all clinic outcomes within deadlines.
• Transport case-notes securely and confidentially.

Skills

Customer care

Organisational skills

Computer/keyboard skills

Communication skills

Adaptability

Education

GCSE / CSE English grade C or above

NVQ level 2 Business & Administration

Job description

Choose Well - Choose WWL

Job overview

To provide a full administrative support to the Outpatient Service Department, by the timely and accurate preparation of Outpatient clinics and reception of patients. To ensure patient’s needs are central to the delivery of the service, and compliance with all appropriate policies and procedures.

Main duties of the job

To work efficiently to deadlines preparing clinics for the Thomas Linacre Centre. The successful candidate will need excellent organisational and computer / keyboard skills and demonstrate a clear understanding of customer care and patient confidentiality.

Working for our organisation

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

Detailed job description and main responsibilities

• To ensure that all patients’ case-notes are prepared and available in advance of the clinic in accordance with procedure
• To receive patients at reception and ensure that all patient demographic details are update both on patient centre and in the case-notes.
• To book all patient follow-up appointments in accordance with clinic rules and deal with enquiries from the general public and other disciplines of staff regarding clinic bookings
• To be responsible for the scanning of Outpatient clinic documentation
• To be responsible for the recording of all clinic outcomes and other information within agreed deadlines
• To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance
• To assist members of the medical and nursing staff with any queries during the course of the clinic.
• Deal with walk-in patients to clinic, ensuring that the patients’ case-notes are obtained and transported as quickly as possible.
• Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required.
• Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic.
• Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to.
• To provide cover when necessary.
• To provide any other duties that may be required relevant to this grade.

Person specification

Qualifications

Essential criteria

• To be educated to GCSE / CSE or equivalent English grade C or above or able to demonstrate equivalent.
• Has achieved NVQ level 2 Business & Administration or willing to work towards

Desirable criteria

• Willing to work towards NVQ level 3 Business & administration

Experience

Essential criteria

• To have worked or have experience In working in a busy pressurised customer focused environment
• To work efficiently to Targets and deadlines

Desirable criteria

• Recent work experience within a healthcare setting
• To have had experience of patient administration systems and processes

Skills

Essential criteria

• To deliver a high level of customer care and communication skills
• Excellent organisational skills
• Ability to prioritise and manage own workload
• Computer Skills / keyboard skills
• General office duties / filing, faxing etc

Desirable criteria

• IT skills i.e. e-mail, intranet and Microsoft Packages
• The ability to adapt to new systems / procedures as required

Knowledge

Essential criteria

• To demonstrate a clear understanding of customer care services
• The ability to follow strict guidelines and procedures within a Healthcare setting
• To be aware of confidentiality

Desirable criteria

• Demonstrate a knowledge and understanding of customer care practises and procedures
• Be aware of Data protection Act

Additional

Essential criteria

• To be flexible and adaptable within a busy environment and be able to work at short notice.
• Good attendance record
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation