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DUTIES AND RESPONSIBILITIES

To be proficient in the use of all patient information systems for scheduling, booking, and tracking all types of appointment and patient records, ensuring this function is co-ordinated and updated accurately and in a timely manner.

1)    Work as part of a rota system, focusing on different areas of administrative support, made up of the following:

• Provide support to unit by ensuring accurate recording of treatment and planning data, organising and scheduling patient appointments.
• Ensure telephone enquiries are dealt with in polite and courteous manner.
• Use the Christie Web Portal
• Maintain accurate patient details in all the patient systems, following the correct procedures to ensure information is up to date for future reference and complies with the Data Protection Act.
• Ensure patient activity is monitored and recorded in efficient and effective manner.
• On occasions undertake reception duties, including updating patient’s personal details and organising follow-up appointments or adding patient to waiting list following standard operational procedures.
• Maintain safe environment for patients, staff and visitors.

2)    Communication

• In a professional and welcoming manner, be a point of contact for patients, carers and visitors contacting or attending the Centre.
• Assist patients with appointment queries, general concerns, booking appointments and signpost to Support and Information as appropriate.
• Provide and receive information using empathy and reassurance skills.
• Liaise with the Christie centres, host sites and community where appropriate.

3)    Knowledge Training and Experience

• Up to date knowledge and understanding of how clinics are currently managed
• Knowledge of integrated clinical information systems for collation of data for referrals.
• Data input and radiotherapy completion tasks.
• Compliance with policies, procedures, rules, regulations and departmental protocols.
• Knowledge of the different patient management systems used within the centre (including but not limited to Careflow, Patient Flow, CWP, Mosaiq).

4)    Planning and Organisation

• Triage and manage booking forms, booking and scheduling of radiotherapy planning and treatment, chemotherapy treatment, and outpatient appointments within the centre.

·       Book patient transport where applicable and deal with transport queries.

• Produce daily clinic lists and diary pages from the patient management systems to cover all clinics held in the unit.
• Using patient management system, ensure all appointments are recorded on the relevant patient administration system.

5)    Personal skills

·       Demonstrates the agreed set of values and accountable for own attitude and behaviour

·       Maintain a professional and courteous manner at all times.

·       Manage the reception service as appropriate ensuring that reception desk is covered at all times and all telephone calls are answered.

·       Use analytical and personal skills to assess patient situations such as deciding when issues need to be escalated and support provided.