Job summary
- Main area
- Maxillofacial and Dental Specialties
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Monday, Thursday, Friday)
- Job ref
- 216-LD-S6431768-A
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- UHP Derriford Hospital
- Town
- Plymouth
- Salary
- £22,383 Per annum pro rata
- Salary period
- Yearly
- Closing
- 11/08/2024 23:59
Employer heading
Clerical Officer - Dental & Max Fax
NHS AfC: Band 2
Job overview
This post is part of a professional multi-skilled team, working within the appointment booking, prepping & reception team within the Maxillofacial, Restorative, Orthodontic and Paediatric Dentistry Departments. The key responsibilities of this role are to provide clerical, reception & prepping duties for all dental specialties.
The candidate will be working as part of a professional multi-skilled team; consisting of three key specialties, Maxillofacial, Restorative and Orthodontics.
The post holder will primarily be working within the reception and prepping team, preparing hospital notes prior to scheduled appointments, booking/rescheduling appointments and making/receiving patient enquires whilst on reception.
The clerical team work very closely with one another across two offices. All other staff groups are situated within the department, including secretarial and clinical staff.
Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
The key responsibilities of this role are;
- Responsible for identifying, requesting collecting, and tracing all notes for 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.
- Use iPM to ensure 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.
- Arrive and depart patients using iPM whilst maintaining confidentiality.
- To ensure that the Patient Document Tracing (PDT) system is kept up to date with the movement of patient case notes both into and out of the department.
Working for our organisation
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.
Detailed job description and main responsibilities
- To ensure that the Patient Document Tracing (PDT) system is kept up to date with the movement of patient case notes both into and out of the department
- To follow Trust procedures for the requesting of patient case notes in time to ensure adequate preparation. Once received organising contents of the patient case notes to comply with the Trust standard filing format.
- The post holder will require good persuasive and analytical skills where patient case notes have not been traced or prove difficult to locate.
- To achieve 100% of case note availability for all clinics.
- This position requires empathy and tact when dealing with patients that may be angry or upset regarding their appointment.
- Be the first point of call for patients entering the department.
- Ensure all patient appointment outcomes are competed whilst on reception on the day of appointment.
Person specification
Qualifications and skills
Essential criteria
- Educated to GCSE 9-4 (A-C) in maths and English or equivalent demonstrable experience in a similar role
- Basic proven knowledge of computerised systems.
Desirable criteria
- Proven knowledge of patient management systems
Knowledge & Experience
Essential criteria
- Demonstrable experience within a similar role
- Proven knowledge of computerised systems
Desirable criteria
- Demonstrable experience working with PC’s and spread sheets
- Demonstrable experience in working with the public face to face or via telephones
Aptitude & Abilities
Essential criteria
- Good communication skills
- Good telephone manner
Disposition Attitude Motivation
Essential criteria
- Able to work on own and as a team
- Ability to work well within a busy environment
- Proactive, takes own initiative
Employer certification / accreditation badges
Applicant requirements
You must have appropriate UK professional registration.
Documents to download
Further details / informal visits contact
- Name
- Laura Allen
- Job title
- Specialty Coordinator
- Email address
- [email protected]
- Telephone number
- 01752 438418
- Additional information
Alternative contact: Kate Battley 01752 438418
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