Outpatient Admin And Clinical Co-Ordinator

Job summary Band 4 Admin and Clinical Co-ordinatorCancer & Haematology Outpatient Department, Churchill Hospital, OxfordFull time hours per weekAre you looking for a rewarding role where you can make a real difference?
We are looking for an enthusiastic and motivated individual to join our friendly outpatients team who will strive to ensure that the patients' experience is what we would expect for our own family and friends This is a unique post combining both administrative and housekeeping duties and provides a pivotal role in the running of Outpatients.
Our busy outpatient department sees up to 300 patients per day, with 75 different consultants holding clinics alongside specialist nurses, therapy radiographers, research staff and pharmacists.
If you feel that you are able to multitask and love variety in your job then this could be the role for you.
Main duties of the job We are looking for someone who will primarily manage our online clinic room booking system (Bookwise) and also provide support for the senior nurses with other computer systems including, Health Roster, FirstCare and NHSP.
You will also provide support for the clinic nurses to ensure patients requiring hospital transport for clinic are seen and returned home with minimal delays.
On occasion you will also provide support for the phlebotomy service if needed.
The housekeeping part of the role is to ensure the department maintains high standards of cleanliness and that all equipment including computers are in good working order.
Whilst this is not a clinical role you will have some contact with patients, perhaps offering them a drink or helping them with hospital transport, so we're looking for someone who is caring and approachable, and can work flexibly to meet the demands of the busy environment.
Due to the unique nature of this post we would recommend you to contact Sue Fletcher, Outpatient Sister via email to to find out more or arrange an informal visit.
BX72JC About us Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country.
It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
Find out more The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family.
Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Job description Job responsibilities To provide a comprehensive Administrative Support and Housekeeping service to the Oncology and Haematology Outpatients By taking a lead role in maintaining Bookwise clinic room booking system.
This will include maintaining the day to day booking of clinic rooms, auditing of current use, planning for the future and liaising with all stakeholders.
By providing the Senior Nurses in the department with administrative support with specific responsibility for coordinating the transport arrangements for patients.
By supporting the provision of IT services to the department.
By undertaking all aspects of the Housekeeping Role By working as an integral part of the Outpatient team ensuring a high quality service to patients and to provide a service that ensures that the patients needs are satisfied and department requirements are met.
By assisting the departmental manager to ensure the appropriate and effective delivery of the facilities service in order to properly maintain the patient environment and services to the patients.
RESPONSIBILITIES Bookwise Administration Duties:- Liaising with all members of the multidisciplinary teams regarding booking and cancellation of clinic rooms.
Checking Bookwise against EPR regarding clinicians availability for clinics and informing the senior nurse of any discrepancy Keeping the Bookwise spreadsheet up to date, liaising with the senior nurse if clinic space becomes available Liaising with senior nurse and OSM regarding future planning for clinic space Keeping the waiting list for clinic rooms up to date Daily accepting and declining booking requests on the on line system Auditing clinic space usage Compiling the monthly DNA report Attend weekly Bookwise meeting with clinical admin teams Teaching members of the OUH team how to access Bookwise and use the booking system Housekeeper duties:- To liaise with the cleaning contractor/in-house housekeeping services/Monitoring Officers to ensure that cleaning standards in Outpatients meet the agreed specification and any unsatisfactory areas are rectified.
To escalate all non-conformance with cleaning protocols by cleaning contractor staff via the helpdesk and inform the senior nurse/co-ordinator of the shift.
Escalate any non-conformance that remains unresolved 24 hours following initial escalation to the matron.
To provide supervision and guidance to domestic staff to ensure that standards and policies are met.
To liaise with the nursing and housekeeping team to ensure that work is planned in the most appropriate way to provide a patient focused and seamless service.
To ensure, in conjunction with the Outpatient co-ordinator, that patients are provided with appropriate beverages at regular intervals throughout the day.
To ensure patients and relatives have an appropriate supply of drinking water and a clean cup.
To maintain patient privacy, dignity and confidentiality at all times.
To ensure that all alcohol gel dispensers, paper towels and soap for hand hygiene are replenished, thus contributing to the prevention of cross-infection from one patient to another.
To clean medical equipment as required in conjunction with nursing staff.
Ensure that all patient equipment ( hoist slings) is kept clean and in a usable condition.
To monitor the general Outpatient environment, co-ordinate necessary repairs and maintain records of reported defects and remedial action taken.
Following agreed training, change spent light bulbs in angle poised over bed lamps.
To respond to complaints/concerns from patients and relatives that relate to facilities and housekeeping services, supporting nursing staff and ameliorating stressful situations.
To take responsibility for the hygiene standards within the Outpatient kitchen/staff area.
To monitor fridge temperatures and take corrective action where necessary.
Ensure any food in Outpatient fridge is labelled, dated and disposed of if not correctly labelled.
Monitor temperatures in clean utility and report any untoward events.
Ordering of stores, supplies and leaflets.
To ensure all waste disposal bins are kept in good condition and are cleaned to ensure no cross infection.
To supervise an effective waste segregation and disposal service ensuring compliance with all relevant procedures and legislation.
To report any non-compliance with the Trusts waste policies and procedures to the relevant department managers.
Administrator Duties:- Check weekly and daily those patients due to attend outpatients who require specialist transportation.
Liaise with the senior nurse regarding these patients with comprehensive details of transport and patient ( mobility, medical history, communication issues ) To deal with general enquiries to the unit regarding patients, both internally and from external agencies such as Police, other health care workers and insurance companies ensuring that they are directed to the correct department of the Trust.
To liaise with relevant departments within the Trust as necessary to ensure a smooth patient pathway To record up to date patient information including social history, onto relevant EPR/IT systems Responsibility for unblocking SMART cards and issuing Tenens cards to staff working NHSP shifts in OPD.
Input data on NHSP Check if NHSP staff has attended and update Timesheets on the NHSP.
To make any change required by the Line Manager on the e-Roster ( swap shifts; shifts times, etc.)
Check shift times are correct on e-roster Load up roster template and load patterns First Care Insight arrange an appointment with manager for those who require a RTW interview Collation and display of data in particular Friends and Family and patient information board Monitor appraisals in date for staff and make appointments for appraisals to be completed by manager To check if all staff are up to date with mandatory e-learning.
Update the Senior Nurse of any non-compliance issues.
Check the Registered nurses NMC are up to date/ due to expire Monthly Fire, PPID, Hand Hygiene and Covid Risk Audit results are added to M drive.
Upload monthly audit data on Assurance App.
Maintain the Fire Safety Folder.
Update the Senior Nurse of any anomalies.
Responsible for IT issues that arise within the department Photocopying and other general office procedure Any other requirement made by the Line Manager to be done on the day.
Additional responsibilities:- To support clinical staff in patient clinics when require To support the phlebotomy OPD phlebotomy service when required Support Elective Covid Swabbing team when needed To be responsible for answering departmental phones Support Covid screening team when needed.
Participating in the training of new and temporary staff Attend training sessions appropriate to the role.
Co-operate with the Trust in maintaining suitable standards of health and safety, including adhering to all Trust policies and procedures.
Always work in compliance with rules and working practices.
Report all unsafe situations, incidents and accidents as appropriate To be fully conversant with COSHH regulations and assist with training and education of staff related to this Keep all risk management policy folders up to date To complete Trust mandatory training through liaison with the Senior Team Leader and Facilities Manager Person Specification Professional qualifications Essential 5 GCSEs (A-C) NVQ Level 2 or similar experience Computer literate with good knowledge of Microsoft packages Desirable Working knowledge of electronic patient record (EPR) NVQ level 3 Experience Essential Understands the need for strict confidentiality Understands and committed to a caring approach to patients, carers and families Previous experience in a healthcare environment.
Experience working with members of a multidisciplinary team.
Desirable Evidence of collecting audit data Previous experience in interagency and customer liaison Previous supervisory experience