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Clerical Officer (XN02)

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Leeds Teaching Hospitals NHS Trust

2mo ago

  • Job
    Full-time
    Entry, Junior & Mid Level
  • Healthcare
  • Leeds

AI generated summary

  • You should process patient documents, handle queries, maintain databases, ensure confidentiality, manage stock, and participate in training and appraisals.
  • You will process patient documentation, handle inquiries, maintain databases, ensure confidentiality, support staff, and manage office tasks while reporting issues and attending training.

Requirements

  • Process patient correspondence/documentation, letters, reports and other documentation.
  • Prepare patient documentation for processing, including inputting or scanning.
  • Report and respond to any system faults and errors.
  • Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.
  • Answer general telephone enquiries and requests to retrieve patient and other documentation.
  • To ensure that requests for information are dealt with in an efficient and timely manner.
  • Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
  • Collect and deliver patient documentation/reports around Trust when required.
  • To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies.
  • To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff.
  • Understand the need to maintain and respect patient confidentiality.
  • Participate in in-service training.
  • Participate in mandatory training annually.
  • Participate in annual performance appraisal.
  • Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
  • Maintain appropriate/agreed levels of stock and non-stock items, including stationery.
  • Maintain diaries for senior staff.

Responsibilities

  • Process patient correspondence/documentation, letters, reports and other documentation.
  • Prepare patient documentation for processing, including inputting or scanning
  • Report and respond to any system faults and errors.
  • Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager
  • Answer general telephone enquiries and requests to retrieve patient and other documentation.
  • To ensure that requests for information are dealt with in an efficient and timely manner.
  • Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
  • Collect and deliver patient documentation/reports around Trust when required.
  • To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies.
  • To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff.
  • Assisting to maintain high standards of care, including:-
  • Maintain a safe working environment, reporting incidents, accidents, complaints
  • Understand the need to maintain and respect patient confidentiality
  • Participate in in-service training
  • Participate in mandatory training annually
  • Participate in annual performance appraisal
  • Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
  • General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-
  • Maintain appropriate/agreed levels of stock and non-stock items, including stationery
  • Maintain diaries for senior staff.

FAQs

What are the primary responsibilities of a Clerical Officer?

The primary responsibilities include processing patient correspondence, preparing documentation, maintaining databases, answering telephone enquiries, and ensuring the efficient handling of requests for information.

Is experience in handling patient documentation required for this role?

While previous experience is beneficial, on-the-job training may be provided for candidates with relevant skills and a willingness to learn.

What types of communication will I be involved in as a Clerical Officer?

You will handle both telephone and in-person queries from patients, relatives, Trust staff, and external agencies.

Are there any specific training requirements for this position?

Yes, participation in in-service training, mandatory training annually, and annual performance appraisals are required.

Will I need to travel to different Trust sites?

Yes, you may be required to visit or work at other designated Trust sites to ensure continuity of service and patient care.

How do I ensure patient confidentiality in this role?

You must understand the importance of maintaining and respecting patient confidentiality, as well as follow the Trust's disposal and destruction procedures for confidential documentation.

What tools or software will I be using in this position?

You will be using databases for patient information, document scanning tools, and general office software to manage correspondence and documentation.

Will I be responsible for managing stock levels?

Yes, you will maintain appropriate levels of stock and non-stock items, including stationery.

Who should I refer complex queries or concerns to?

Complex queries or concerns regarding patients and other visitors should be referred to appropriate senior staff members.

Is there a focus on performance management in this role?

Yes, you are expected to participate in annual performance appraisals as part of your professional development.

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Leeds Teaching Hospitals NHS Trust

Science & Healthcare
Industry
10,001+
Employees
1948
Founded Year

Mission & Purpose

We are one of the largest and busiest acute hospital trusts in Europe and we provide healthcare and specialist services for people from the city of Leeds, Yorkshire and the Humber and beyond. We play an important role in the training and education of medical, nursing and dental students, and are a centre of world-class research and pioneering new treatments. Leeds Teaching Hospitals has a budget of £1.4 billion and employs around 20,000 people. Our care and clinical expertise is delivered from seven hospitals on five sites, and they are all joined by our vision to be the best for specialist and integrated care. This includes St James's University Hospital, Leeds General Infirmary, Leeds Children's Hospital, Leeds Dental Institute, Chapel Allerton Hospital, Seacroft Hospital and Wharfedale Hospital. Our staff helped to define the values and behaviours that we should work to, and this has become known as The Leeds Way. This forms the foundation of our culture, our ethos and how we work every day.