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Detailed job description and main responsibilities

1) Maintain an up-to-date and accurate database reflecting the diabetic retinal screening population of East Lancashire (people with diabetes aged 12 and over registered with an East Lancashire General Practice) such as will support an effective call/recall system.  This will include:

1. New diagnoses
2. New registrations
3. Change of contact details
4. Change of GP
5. Deaths
6. Moves out of the area.

 

Exclusions

1. Ensure that the database accurately reflects the eligibility for screening of the population.

 

1. Understand and apply appropriately exclusion criteria to the registered screening population:

1. A person with diabetes who has made his or her own informed choice that he or she no longer wishes to be invited for screening
2. A person with diabetes who is under the age of 12 years
3. A person with diabetes who does not have perception of light in either eye
4. A person with diabetes who is terminally ill
5. A person with diabetes has a physical or mental disability preventing either screening or treatment

 

1. Ensure that all decisions are appropriately authorised by the patient and/or consultant and/or GP.

 

1. Ensure that all decisions are accurately recorded on computer and paper systems and communicated appropriately to the patient and his/her GP.

 

1. Ensure that the appropriate information is enclosed with all patient communications.

 

Call/recall

1. Understand and use the computer system appropriately to identify those patients to be called/recalled..

 

1. Ensure that all new diagnoses are offered an appointment within 3 months of diagnosis.

 

Suspensions

1. Understand and apply the criteria for suspension to the registered screening population.

 

1. Maintain systems (computerised and/or paper) to allow:

1. the identification of patients under the care of an ophthalmologist
2. obtaining written instruction from the relevant ophthalmologist as to whether or not screening should be offered
3. the suspension from recall of those patients to whom screening should not be offered
4. an annual statement from the relevant consultant ophthalmologist confirming diabetic retinal screening and retinal status for those patients suspended from screening
5. the return to recall as instructed by the relevant ophthalmologist

1. Ensure that all decisions are accurately recorded on computer and paper systems and communicated appropriately to the patient, his/her consultant and his/her GP.

 

Appointments

1. Understand factors influencing appointment preferences and attendance of the screening population.  Understand how the allocation of appointments can support an effective diabetic retinal screening clinic.

 

1. Allocate and update appointments promptly and appropriately on computer and paper systems.

 

1. Manage workload to ensure that all appointments are sent out two weeks before the appointment date.

 

1. Ensure appropriate information is included with all appointments.

 

1.  

Results

1. Monitor the results print queues.

 

1. Print and send promptly all available results to the person screened, his/her GP and (with appropriate consent) his/her diabetes and ophthalmology care providers.

 

1. Differentiate normal results, abnormal results and referrals.  Identify anomalies and pass them on for action.

 

1. Ensure the appropriate information is included with all patient communications. 

 

1. Know and understand how the grading queues work.  Know how to access clinical support.  Expedite appropriately any delayed results.

 

Referrals

1. Be aware of and understand protocols and policies around referrals.  Be aware of the potential consequences of delays and/or errors.  Action referrals accurately, appropriately and in a timely fashion.

 

Clerical

1. Deal with internal and external mail.

 

1. Maintain appropriate filing systems.

 

1. Maintain appropriate message and action logs.

 

1. Use telephones, PCs, printers, fax machines, folding/enveloping machines and photocopiers as required.

 

1. Any other similarly graded clerical and administrative duties as required.

 

• COMMUNICATION:

Telephone support service

1. Know and understand:

1. The purpose of diabetic retinal screening
2. Who should/should not be offered diabetic retinal screening
3. What happens at a diabetic retinal screening appointment
4. Screening locations used and how to access them
5. Relevant travel and transport information
6. What happens to images after the screening appointment
7. How to use the computer system to ascertain the current status of a patient’s images
8. What happens if a patient is referred to East Lancashire Hospitals NHS Trust
9. Whom to contact when and how for additional information/support (clinical and/or non-clinical) and to ensure that issues are appropriately actioned

 

1. Provide a reassuring, professional and accurate telephone support, information and appointment service to patients.

 

1. Maintain accurate and up-to-date message/action logs.

 

 

General

1. Function as an effective member of the multi-disciplinary East Lancashire Diabetic Retinal Screening Programme, contributing to the effective and timely flow of work and information.

 

1. Maintain good working relationships and effective communication with all Acute and Primary Care Trust clinical and non clinical colleagues.

 

1. Communicate effectively with all people with diabetes, their partners in care and the public in such a way as to promote a positive image of the East Lancashire Diabetic Retinal Screening Programme.

 

1. Encourage informed, regular participation in diabetic retinal screening by patients, relatives and carers in accordance with their preferences, National Screening Programme requirements and the needs of the service.

 

1. Attend and contribute to administration and multi-disciplinary team meetings as required.

 

 

• TRAINING AND DEVELOPMENT:

1. Attend all mandatory training to achieve and/or maintain knowledge, skills or competencies. 
2. Undertake training in the use of PCs, laptops and computer systems to support the administration of the Programme. 

 

Undertake familiarisation with:

1. The diabetic retinal screening process
2. Diabetic retinal screening clinics
3. Diabetic retinal screening locations and how to access them

 

1. Undertake training in the use of the telephone system

 

1. Undertake training in the use of other office equipment. 

 

1. Maintain a record of personal development using a professional profile and personal development plan.  Participate in staff appraisal and ensure that set objectives are achieved.

 

 

• ORGANISATIONAL RESPONSIBILITIES:

Stock control

1. Monitor and maintain appropriate levels of office supplies, completing accurate, appropriate and timely requisitions, and presenting them for signature as appropriate.

 

1. Monitor and maintain appropriate levels of clinic supplies, completing accurate, appropriate and timely requisitions, and presenting them for signature

 

General

1. Be responsible for managing own time and priorities.

 

1. Be accountable for own decisions and actions.

 

1. Recognise when to seek further advice, and seek advice appropriately.

 

1. Complete promptly and accurately all paper and electronic records as required by protocols, policies, procedures and guidelines.  Document all decisions and actions to a standard that would be suitable for medico-legal scrutiny in accordance with professional and Trust standards.

 

1. Ensure appropriate, secure and confidential capture, use, storage and back-up of information within identified protocols.  Comply with Confidentiality: NHS Code of Practice, the Data Protection Act (1998), Caldicott principles and the Freedom of Information Act (2000).

 

1. Ensure appropriate, safe and secure use of the grading centre and its equipment.

 

1. Participate in the development of expertise within the Lancashire Diabetic Retinal Screening Programme.

 

1. Participate in internal and external audit and performance monitoring and quality assurance programmes.

 

 

• PROFESSIONAL RESPONSIBILITIES:

1. Maintain an up-to-date knowledge of and work within agreed policies, protocols, procedures, and guidelines identified as applying to the sphere of practice.  Recognise and report where they are inadequate or unclear.  Report promptly and appropriately within protocols any faults, problems or concerns.

 

1. At all times promote the safety, privacy and dignity of patients, recognise individual needs and preserve confidentiality.