Reception/Administration Clerk

Job Purpose • To provide a professional, efficient and compassionate reception and administrative service to patients attending Haematology and anti-coagulation Outpatients. The post holder will support consultants, nurses and the wider multidisciplinary team by undertaking a range of non-clinical duties that ensure the smooth running of clinics and support safe, timely and effective patient care. Main Responsibilities Reception & Patient Administration • Provide a welcoming and professional reception service to haematology patients, carers, visitors and staff. • Book, cancel and reschedule outpatient appointments in line with clinic rules, Trust policies and clinical priorities. • Manage patient attendance at clinics, ensuring all computer systems are updated accurately and in real time. • Deal with telephone and face-to-face enquiries from patients, relatives and the public, taking appropriate action or escalating as required. • Liaise with Overseas Services where required and notify relevant teams of visitors attending Same Day Emergency Care. • Clinic & Pre-Clinic Preparation • Undertake pre-clinic preparation, ensuring all required paperwork, clinic lists and documentation are available for patient reviews. • Order, locate and book hospital notes as required, ensuring notes are available in a timely manner. • Prepare case note folders and complete documentation for new patients. • Admit, discharge and transfer patients on Trust systems in line with departmental procedures. • Records & Information Management • Scan attendance notes, correspondence and clinical documentation onto Trust systems in a timely and accurate manner. • File and scan Same Day Emergency Care and specialist oncology notes into patient records. • Maintain high standards of data quality, ensuring patient information is accurate, complete and up to date. • Assist with requesting copies of medical records when required. Administrative Support • Undertake general administrative duties including filing, photocopying, scanning, referrals, post handling and document distribution. • Receive, sort, date-stamp and distribute incoming post appropriately. • Provide cross-cover within the administration team during periods of absence to ensure service continuity. Communication & Team Working • Liaise effectively with consultants, nurses, clinic coordinators, secretaries and multidisciplinary teams across the Directorate and wider Trust. • Communicate clearly and professionally, interpreting and conveying information accurately and concisely. • Support effective patient pathways through timely communication with internal departments, GPs and external agencies where required. Governance, Training & Compliance • Ensure compliance with the Data Protection Act, information governance requirements, Health & Safety, Fire regulations and all Trust policies. • Maintain patient confidentiality at all times. • Attend mandatory training and participate in in-house training and awareness sessions to remain up to date with service requirements, including transit time targets. • Undertake any other duties appropriate to the role and service needs. Job description Job responsibilities Job Purpose • To provide a professional, efficient and compassionate reception and administrative service to patients attending Haematology and anti-coagulation Outpatients. The post holder will support consultants, nurses and the wider multidisciplinary team by undertaking a range of non-clinical duties that ensure the smooth running of clinics and support safe, timely and effective patient care. Main Responsibilities Reception & Patient Administration • Provide a welcoming and professional reception service to haematology patients, carers, visitors and staff. • Book, cancel and reschedule outpatient appointments in line with clinic rules, Trust policies and clinical priorities. • Manage patient attendance at clinics, ensuring all computer systems are updated accurately and in real time. • Deal with telephone and face-to-face enquiries from patients, relatives and the public, taking appropriate action or escalating as required. • Liaise with Overseas Services where required and notify relevant teams of visitors attending Same Day Emergency Care. • Clinic & Pre-Clinic Preparation • Undertake pre-clinic preparation, ensuring all required paperwork, clinic lists and documentation are available for patient reviews. • Order, locate and book hospital notes as required, ensuring notes are available in a timely manner. • Prepare case note folders and complete documentation for new patients. • Admit, discharge and transfer patients on Trust systems in line with departmental procedures. • Records & Information Management • Scan attendance notes, correspondence and clinical documentation onto Trust systems in a timely and accurate manner. • File and scan Same Day Emergency Care and specialist oncology notes into patient records. • Maintain high standards of data quality, ensuring patient information is accurate, complete and up to date. • Assist with requesting copies of medical records when required. Administrative Support • Undertake general administrative duties including filing, photocopying, scanning, referrals, post handling and document distribution. • Receive, sort, date-stamp and distribute incoming post appropriately. • Provide cross-cover within the administration team during periods of absence to ensure service continuity. Communication & Team Working • Liaise effectively with consultants, nurses, clinic coordinators, secretaries and multidisciplinary teams across the Directorate and wider Trust. • Communicate clearly and professionally, interpreting and conveying information accurately and concisely. • Support effective patient pathways through timely communication with internal departments, GPs and external agencies where required. Governance, Training & Compliance • Ensure compliance with the Data Protection Act, information governance requirements, Health & Safety, Fire regulations and all Trust policies. • Maintain patient confidentiality at all times. • Attend mandatory training and participate in in-house training and awareness sessions to remain up to date with service requirements, including transit time targets. • Undertake any other duties appropriate to the role and service needs.