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Detailed job description and main responsibilities

1. To greet patients correctly, using empathy and reassurance.  Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area.
2. To deal sensitively and discreetly with patients’ queries both by telephone and when they attend the Department.  Use specialised knowledge of various imaging modalities, to advise if patients need to change, offering assistance if required.  To use flexible communication skills to overcome barriers to understanding as necessary. Refer to relevant professional staff if needed. To occasionally deal with patients when upset, distressed, or unwell. This may entail dealing with aggressive patients and their relatives. 
3.  To be able to assess the baseline requirements on an imaging request, such as correct patient and clinical information and the appropriateness of the request.  To use initiative, guided by department protocols, in assessing any non-routine requests, being able to give basic clinical guidance where necessary.
4. To proactively oversee the length of wait for all patients, use appointment sessions to a maximum to ensure no waiting list breaches occur and highlight any potential problems with possible solutions to manager.
5. To schedule appointments on CRIS (Radiology computer system) taking into account the patient’s medical condition for example, diabetes, and forthcoming clinic appointments. Arrange associated details such as admission of patient for imaging procedures, book transport and translators.  Check menstrual cycle dates for certain examinations.  To provide straightforward clinical information to patients where necessary.
6. To arrange specialist sessions inclusive of private patients for the Radiologists. This will entail that information is available, beds arranged when required, room booked and relevant personnel informed.  Ensure that an examination information sheet is sent to the ward per examination, to ensure that the correct patient preparation is undertaken e.g. bloods.
7. To liaise with wards, medical secretaries, outpatients, midwives and GP surgeries regarding patients and their appointments and deal with telephone queries from these sources. To be able to deal efficiently and in a timely fashion, with queries regarding patient appointments, procedures and results; investigating any delays.  To be able to concentrate in a multi-task environment to deal with frequent, unpredictable interruptions of a complex nature.
8. To maintain the examination appointment diary incorporating, for example, service dates and professional staff annual leave to ensure that imaging room time is maximised. Control the Consultant Radiologists, Radiographer and Sonographer sessions re number of patients and type of examinations against agreed protocols. 
9. To be familiar with and to use continuously the Imaging Department and ICE and IPM computer system to register patients, track files, make appointments and deal with records of patients who do not attend. Undertake day-to-day housekeeping inclusive of backup of the CRIS computer system. Use CMIS Maternity system for checking details of patients.
10. To identify and deal with patients who pay for their examinations and ensure that current procedures are adhered to, for example, private patients, overseas visitors, Category II patients. Collate and submit Cat II records on a regular basis.
11. To undertake general office duties, this will include overseeing stationary requirements for the administrative team, photocopying, and filing, maintaining and changing printer ribbons and keeping check of stock levels.
12. To respond to the Emergency Call system sited in office area and alert relevant professional staff.
13. To maintain records for the department, including DNA, waiting lists, number of referrals and ad hoc audit information.
14. To be familiar with the duties and provide cover for other members of the Clerical Imaging Directorate team when required to ensure that fully integrated office systems are maintained.
15. To operate a partial booking system as required.