Band 3 Senior Booking Clerk Job Birmingham area,England UK,Healthcare

Detailed job description and main responsibilities

Responsible for the management of clinics and waiting lists, within Community Paediatrics. Inclusion Services (Speech and Language Therapy, Physiotherapy and Occupational Therapy), Health Visiting & EHC

Prepare and track clinical records for all patients booked within the CBS, ensuring that appropriate records such as referral letters are filed/stored appropriately in accordance with the Trust's Policies and Procedures. Therefore ensuring that the records are available to clinicians prior to the patients' appointment

Responsible for the management and booking of appointments on the Patient Administration System (RiO) system as well as the Choose & Book system

Responsible for calling the parents/carers of children who have not attended their appointments in order to ascertain the reason why and rebook a new appointment within the appropriate targeted timescales

Responsible for carrying out any clinic changes/cancellations on the RIO system in accordance with the CBS Standard Operating Procedures (SoP).

Appointment/Pre-Clinic Activity

Booking appointments within the appropriate clinic rules and within appropriate timescales in accordance with the CBS SoP, this will include both making calls to parent/carers as well as receiving calls

Supporting the directorate on national targets e.g. 18 week Referral to Treatment (RTT), as well as Choose and Book (CaB

Ensure Patients are offered a choice of appointment in line with national guidance, wherever possible (see point 2 above). Establishing if parental carers require interpreting services and liaising with Medical Secretaries to make appropriate arrangements.

Liaising closely with and responding to the queries from all stakeholders both internally and externally relating to appointments and activity. This will include clinics utilisation, reasons for non attendance and rescheduling clinics as required.

Ensuring all referral letters are date-stamped and registered on the patient administration system RIO, within 24 hours of receipt within the CBS to ensure triage is arranged within the clinic rules. .

Responsible for collecting missing demographic details from referrals and contacting the referring practitioners or patients directly to ensure completion of the referral documentation. .

Ensure that all clinic slots are fully utilised to avoid wasted capacity, where clinics are underutilised inform the Operational Team Leader or Central Booking Service & Activity Manager for appropriate action

Ensure that patients who have either i) requested changes to their appointment or ii) have had their appointment changed by the clinicians, are offered appropriate revised appointment dates over the telephone in accordance with 18-week rules

Ensure all appointments made and/or changes made to existing appointments are confirmed by letter and recorded on the Patient Administration System (RiO)

Ensure all short-notice rescheduling of appointments are completed on RIO and followed up with a telephone confirmation with the parent/carer.

Post-Clinic Activity

Ensure accurate data inputting of the Community Paediatricians clinical activity onto the RIO system in line with the CBS SoP and Trust Targets (no later than day 7 of the end of the working month)

Liaise with Community Paediatricians, Therapists, Health Visiting Teams and Local Authority regarding any queries with data quality to ensure accurate data is recorde

Ensure all activity forms are filed appropriately and within a timely manner and are available for audit purposes

Provide general non clinical information to patients and staff, while maintaining patient's confidentiality

General duties

Responsible for the supervision of the workload and training staff in the Booking…