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Salary The post holder is responsibility for the efficient/accurate administration and preparation of clinics using the Prepping Application and Reporting tools, with strict adherence to and compliance with the Referral to Treatment Access Policy and Administrative Procedure Notes, (APN’s).
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
The post holder is responsibility for the efficient/accurate administration and preparation of clinics using the Prepping Application and Reporting tools, with strict adherence to and compliance with the Referral to Treatment Access Policy and Administrative Procedure Notes, (APN’s).
Individuals are allocated a daily workload by the Team Leader and are then responsible for organising their own day to day tasks.
Responsible for identifying, requesting collecting and tracing all notes for their individually allocated clinics on a daily basis in an efficient and timely manner ensuring all case notes required for clinics are prepared to the specification of each Specialty.
Uses the Information Technology associated with the role, in particular the iPM system, Prepping Application and Spreadsheets to regularly analyse and check the status of individual patients and clinics, ensuring late additions are identified and prepped within the required timescales.
Ensures that any variances to the scheduled clinics/missing case notes are communicated to the Clinic staff (Nurses and Consultants) prior to the clinic starting.
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission.
We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
To ensure all notes located in the hospital for forthcoming clinics are located and delivered to the prepping office within the timescales as designated by the Team Leader.
Using Mobile Technology utilise the Prepping Application to view all volumes and types of patient notes with the latest tracing information to ensure the relevant notes are available for prepping in time for the allocated clinic.
Alternatively, to use the “Combined Pulling List report to collect and record notes collected for all specialities. This will be printed every morning by the Team Leader.
To work with the Notes Preparation Team of the day and deliver completed notes to designated Outpatient Areas within the required timescales.
To print Referral Packs from the Oncology Drive/Secretaries and file within the casenotes.
To manage the redirected post (Case Notes) – sort and remove from the Oncology Medical Records and return to Bush Park as necessary.
Work with the Post Room on L2 to ensure correct delivery locations are understood by the Vinci team members.
To utilise the Prepping Application to view all clinics for the next 7 days, allocated by the Team Leader.
To utilise the Prepping Application to view a summary count of all allocated clinics, by specialty, on a specified day to enable daily workload review.
To print an up to date clinic attendance list prior to preparing clinic.
To check for any late add-ons and request accordingly
To follow the correct procedure as outlined in the appropriate APN when identifying a patient with an alert on iPM.
To highlight any discrepancies on clinic attendance lists to the relevant appointments clerk in a timely fashion.
To ensure that all correspondence for new appointments is filed within the notes.
To follow Trust procedures for the requesting of patient casenotes in time to ensure adequate preparation. Once received organising contents of the patient casenotes to comply with the Trust standard filing format.
To ensure that patient front sheet and labels correspond with the patient details on iPM and the referral letter, making changes to iPM if necessary including removing all old patient front sheets and labels if the patients address has changed.
To ensure that the correct chapter card relating to the current appointment is inserted into the patient casenotes.
To ensure that outcome forms are inserted into the patient casenotes prior to the appointment to meet the current RTT pathway. Where applicable 2WW outcome forms will need to be added to the patient casenotes.
To ensure authorisation is received from the Prepping Team leader before any temporary notes are raised.
