Clerical Officer/ Receptionist- Gynaecology OPD

at  Mid Cheshire Hospitals NHS Foundation Trust

We are looking for an enthusiastic and self-motivated Band 2 Clerical Assistant / Receptionist to join our reception team in the Gynaecology Outpatient Department at Leighton Hospital. The post holder will provide general administrative duties and front of house reception services.
We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner. Good IT skills as well as a keen eye for detail and ability to multitask are skills that are vital in this busy role, as you will be supporting the team with a range of administrative tasks.
This is a part time post, 20 hours per week. Previous applicants within the past 3 months need not apply.
The Gynaecology Outpatient Department is based on Ward 25, within the hospital, on the second floor.
The post-holder will play an important role within the team to provide efficient and comprehensive administrative support to ensure the smooth running of the Gynaecology department. Duties will include welcoming and receiving patients & visitors into the Gynaecology Outpatients Department, booking patients in and out of the clinic, data inputting, telephone queries, care records management. You will also be required to cover other admin roles at times.
Mid Cheshire Hospitals NHS Foundation Trust provides a full range of local hospital and community services for people across East Cheshire (population 399K) and West Cheshire and Chester boroughs (population 357K).
The Trust provides high quality planned and unplanned/emergency care, cardiac and critical care as well as child health, maternity services, and intermediate care across our sites at Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford. The Trust provides 500 beds and employs over 5,000 members of staff.
An extensive range of community services is provided across 26 medical centres and schools by our community arm, Central Cheshire Integrated Care Partnership, in collaboration with Cheshire and Wirral Partnership NHS FT and the South Cheshire and Vale Royal GP Alliance. With the formation of Integrated Care Systems in July 2022 the Trust became a strategic partner in both Cheshire East and Cheshire West and Chester ‘places’ and is part of the Cheshire and Merseyside partnership caring for a population of over 2.7million.
During the Coronavirus pandemic, the Trust was recognised nationally for its ‘Be Safe Be EquiPPEd’ campaign, which aimed to make the Trust as safe as possible for staff and patients, through supporting the correct use of PPE.
At Mid Cheshire, our mission is to inspire hope and provide unparalleled care for the people and communities of Cheshire, helping them to enjoy life to the fullest.
1. Provide a comprehensive administrative service on behalf of the Trust, undertaking all relevant work-related tasks including:
a. Referral management: creating referrals, waiting list entries and maintaining patient demographics and data quality on the patient administration system
b. Appointment management: booking appointments, arranging transport
c. Health Records management: retrieval, preparation and filing patient information/data - including preparing notes for clinic
d. General administration: printing correspondence, photocopying, faxing or e-mailing reports/letters according to the requirements of the service
e. Managing date quality: Pro-actively managing the data quality within a number of Trust Systems including Patient Administration System (PAS), NHS e-Referral Service, Bookwise, Envoy and Compuscope
f. Referral to Treatment (RTT) pathways: Ensuring that outpatient attendances are confirmed and outcomes are recorded via the RTT pathways. Supporting the Trust to achieve local and national targets and generate income.
2. Maintain systems and processes, adhering to standard operating procedures, facilitating accurate, timely access to patient information/data within the health records either via hard copy or electronic format complying with quality standards and information governance procedures.
3. Provide a professional reception service, greeting patients, public and all visitors as they arrive or on the telephone, dealing with enquiries promptly, taking action as necessary and directing patients/relatives/carers accordingly.
4. Pro-actively manage the data quality within the patient administration system, thus ensuring that patient demographic information is accurate, outpatient attendances are confirmed and outcomes are recorded via the Referral to Treatment (RTT) pathways. Supporting the Trust to achieve local and national targets and generate income.
5. Maintain health records following clinical review, updating patient information/data in accordance to agreed quality standard, locating and retrieving supplementary documentation as required. Filing diagnostic reports and essential documents in the chronological order within the health record.
6. Maintain the case note tracking system, ensuring that individual health records can be located in a timely manner. Promptly raising issues with functionality, reporting difficulties and hold-ups and support the identification of potential solutions.
7. Access all appropriate systems to obtain correspondence, clinic management and retrieve results, as and when required.
8. Maintain constructive relationships with others, within and across Trust and with external stakeholder’s e.g. General Practitioner surgeries, in order to improve the effectiveness and efficiency of services to patients.
9. Provide an efficient contact centre service, greeting patients, relatives and carers in a professional manner, dealing with their enquiries promptly, taking action as necessar

Please refer the Job description for details