Appointment Co-ordinator

at  Kings College Hospital NHS Foundation Trust

A position has arisen for full time Appointment Co-ordinator in the Cardiac Outpatient Department working on a rota to cover opening hours of Monday to Friday 07.45 – 15.45, 08.00 – 16.00, 09.00 – 17.00 and 10.00 – 18.00. The post holder must be flexible with their working hours.
The post holder will responsible for the administrative duties of the cardiology outpatient department including, booking appointments and diagnostic tests using PIMS and CRIS. Responsibilities also include prepping and sitting outpatient clinics, and processing referrals via Docman and ERS.
The post holder will work independently and follow the policies and procedures for the Department. They will be expected to ensure that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. Post holder must focus on the needs of the patient in accordance with the Department and national booking programme.
To agree appointment dates and times with patients over the telephone and send out appointment letters promptly.
To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other wards / departments as necessary including staffing reception for non-invasive diagnostics.
To deal with patients who DNA according to the Department’s DNA policy.To arrange transport for all patients as required, liaising with the Transport Department.
To report any problems with appointments, transport arrangements, waiting times, or other issues pertaining to the smooth running of the Department to the Outpatients Manager.
Responsible for the organisation and maintenance of filing systems within the Department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing, photocopying and scanning as required.Report weekly waits and any other relevant information as required by the outpatient manager.To work as a member of the Cardiac Non-Invasive & Outpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to help cover work (eg reception) within other areas of the department as service demands.
This is a role with lots of variety and ad-hoc demands and the post holder will possess excellent time management and multi-tasking skills.
For further information please contact Suzy White, Outpatient Manager, Cardiac Department, Kings College Hospital, Denmark Hill SE5 9RS 020 3299 8161
Administrative
To agree appointment dates and times with patients over the telephone and send out appointment letters promptly.
To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other wards / departments as necessary including staffing reception for non-invasive diagnostics.
To deal with patients who DNA according to the Department’s DNA policy.
To arrange transport for all patients as required, liaising with the Transport Department.
To report any problems with appointments, transport arrangements, waiting times, or other issues pertaining to the smooth running of the Department to the Outpatients Manager.
Responsible for the organisation and maintenance of filing systems within the Department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing, photocopying and scanning as required.
Report weekly waits and any other relevant information as required by the outpatient manager.
To work as a member of the Cardiac Non-Invasive & Outpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to help cover work (eg reception) within other areas of the department as service demands.
Personal Development
Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures.
Develop a clear understanding of the service and the role.
General
Ensure all office equipment is functioning correctly, arranging for repair as necessary.
To deal with patient and staff enquiries clearly, by phone and in person, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing and photocopying, as required.
To assist in the induction and training of new and temporary staff.
The post holder has a general duty of care for their own health, safety and well being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
To observe the rules, policies, procedures and standards of King’s College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
To observe and maintain strict confidentiality of personal information relating to patients and staff.
To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
All employees must hold an ’nhs.net’ email account which will be the Trust’s formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.
Infection Control Statement
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all time

Please refer the Job description for details