Imaging Clerical Officer - CDC

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We are seeking enthusiastic, highly motivated clerical officers to join our exceptional Community Diagnostic Centre teams.

We are looking for people who are dedicated team players, able to work under pressure and have strong customer service skills.

Our clerical team are the first point of contact for patients and visitors as they arrive in our department and we are looking for friendly individuals who can deliver consistent, quality, customer care to all.

You must have good IT skills; some knowledge of patient database management would be an advantage but not essential as full training will be provided.

Attention to detail is a must as you will be entering data on to the clinical systems and accuracy is therefore vital. A good telephone manner is essential as you will need to speak to patients and professionals alike on a daily basis.

PLEASE NOTE: We are unable to offer sponsorship for this post

We are working towards departmental shift work which will cover 7 days a week 8am-8pm and you will be expected to display a flexible approach to these working patterns. Successful candidates will be expected to do weekends as part of their rotation. Therefore, there is some flexibility around the work pattern.

Required for flexible working to cover all duties organising own day to day work, multi-tasking as necessary.

Required to be flexible for 7 Day working.

Required to be flexible for shifts 8-8.

Required to working across either CDC

The CDCs are integral to the coordinated efforts of the Acute Provider Collaborative to improve and expand diagnostic capacity available to the people of South East London, away from acute facilities.

Our CDC sites are based at Eltham Community Hospital and Queen Mary's Sidcup

PREVIOUS APPLICANTS NEED NOT APPLY

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development

Widening access (anchor institution) and employability

Improving the experience of staff with disability

Improving the EDI literacy and confidence of trust staff through training and development

Making equalities mainstream

Job Summary

Accountable to Radiology Administrative and Clerical Manager.

To provide “front line” reception service to patients attending for X-rays, ultrasound, CT, MRI and other imaging procedures. Reflecting the commitment of the Directorate to customer care and quality and ensuring that all visitors are greeted in a welcoming manner.

To provide and take a proactive role in prioritising the delivery of an effective and efficient reception service for the Radiology department and able to respond to the changing demands of the service ensuring high professional standards at all times.

To work with other team member in implementing any improvements to the efficiency, and quality of the service, and develop competencies in all areas, whilst keeping up-to-date in their role and providing on-going support to colleagues.

To contribute to the delivery of a comprehensive administrative and clerical service within Radiology.

To ensure the successful preparation of appointments covering all Imaging modalities following guidelines/ preparations consistent with requested examination, book patients at the reception, and liaise with staff in the department.

Key Result Areas & Performance:
Responsible to receive patients, carers, relatives and other staff, as they arrive in the department in a pleasant, helpful and caring manner.

Confirm patient’s identification and complete any necessary data, e.g. ethnicity, patient’s telephone number, etc. on to the Radiology Information System (RIS).

Responsible for directing patients through the imaging department.

Responsible for handling and assisting patients/ visitors with queries of sensitive nature, explaining procedures in layman’s terms, what to expect in procedures such as CT Colonography, MRI Enterography etc., in the absence of a clinical staff, stressing the examination requirements, as per agreed procedures.

Responsible for following the 10 day rule (IRMER Regulation 2000) when making X-Ray/CT appointments for female patients.

Required to liaise with diagnostic coordinator with updates of patient delays i.e. sudden peaks in patient arrivals. Ascertaining the needs of patients and visitors and taking appropriate action, such as advising on waiting times and how to obtain results of examinations.

Responsible for handling telephone and reception queries from patients, other hospital staff and General Practitioners. This will include advising patients regarding preparation for their examinations and taking details of cancellations ensuring they are acted promptly upon including updating RIS (Radiology Information System) accordingly.

Responsible for handling enquiries from clinics, doctors and other hospitals requiring a copy of reports and printing and faxing these as necessary.

Responsible for ensuring that paper referrals received are date/time stamped and then entered onto RIS (waiting list) prior to the appointment letter being sent.

Responsible for managing electronic referrals from the orders list (via icare) and dealing with deferred orders remaining in the system promptly to ensure no delays to the patient or delays in the department.

Responsible for booking patients for their examinations and issuing appointment letter to the patient, ensuring that relevant leaflet(s) and any special preparation for the examination are also sent. When booking patients, checking that all booking notes are complied with and the patient is booked appropriately for the correct Radiologist/Radiographer or Sonographers.

Responsible for maintenance of the waiting list and advising the Imaging Lead Administrator of issues especially possible breaches before they arise so that actions can be taken early to ensure breaches do not occur.

Responsible for ensuring that all available appointment slots are filled and no slots are lost. Maintaining a cancellation list and ringing patients to attend at short notice.

Responsible for checking referrals and vetting regularly to ensure appointments are promptly allocated. When necessary to liaise with clinical staff for the vetting of procedures not covered in set guidelines.

Responsible for coordinating patients Imaging requirements to coincide with other hospital appointments.

Responsible for ensuring DNA’s (non-attendance’s) letters are sent to referrer promptly and new appointment letters are sent to the patients. Responsible for ensuring that urgent (or 2 week wait) patients are offered another appointment and when doing so to contact the patient by phone to establish if the appointment is still required.

Responsible for booking patients in order of priority ‘first in first out’ to ensure fairness and equality in booking of all appointments. (ACCESS Policy)

Responsible for taking telephone enquiries.

Responsible for working to departmental hours of service, covering other team members during holiday or other absences and offering assistance to other clerical staff in all areas including the working cross site when required.

Required to comply with the Departmental policies, e.g. Care of Information, Telephone Policy.

Personal and People Development

Expected to attend and participate in departmental staff meetings and other meetings relevant to the post, including regular staff training afternoons.

Expected to attend relevant study days and in-house lectures including all updates to mandatory training