Job Description

• Photocopying leaflets, maps and all types of clinic sheets. General clerical duties including, photocopying, filing, opening and distribution of mail. Ensure stationery stock levels in the clinic rooms are adequate.
• Order patient information leaflets and ensure all stock in all clinic rooms are at adequate levels.
• Faxing reports and referral forms to professionals when requested.
• Provide a highly confidential message-taking service to the team of audiologists, & other staff, ensuring that urgent calls are dealt with appropriately, and dealing with enquiries and locating and advising appropriate staff of problems as necessary. To deal with any messages left on the Answerphone out of office hours.
• Assist doctors with form filling for pathology tests. Filing away of investigations results in the results files.
• File records in the appropriate place, maintaining a central records system, and in line with service policy on record keeping.
• File reports and letters promptly, and ensuring all correspondence regarding clients is dealt with appropriately and maintaining confidentiality of client records. Make entries of reports on Audit base when necessary.
• Collate data at the end of each month. E.g. number of patients appointed, attended, cancellation, DNA etc. and report data to relevant staff and within deadline.
• To contribute to the provision of a family friendly service.
• To administrate all referrals from professionals as required (e.g. ENT, GP, Hearing Therapy, social services, education) immediately.
• To work in accordance with Trust policies and guidelines at all times.
• To participate in the Trust’s Performance Development Scheme & undertake training as required.
• Adheres to Trust Information Security Policy at all times, in particular ensuring that there is no breach of confidentiality as a result of your actions.
• To carry out other duties commensurate with the grade as directed.
• To contribute to the day to day running of audiology clinics, ensuring all required resources are available to ensure the smooth running of the clinic; to include scheduling of appointments, arranging availability of suitable accommodation and/ or equipment, transfer of relevant case records, ear moulds and hearing aids.
• To exercise proper care in the use of all clinical, office and general stocks and supplies, including assisting in maintaining stock levels, records and stocktaking.
• To plan and priorities elements of own workload, within the framework of service delivery priorities as defined by the line manager or Head of Service.
• To actively contribute to meetings both within the service and as a representative of the service as required.
• Use partial booking procedure where agreed.
• To check up to date contact details. To take into consideration any specific time or date request from patients when they are available to attend.
• Check to establish whether they need an interpreter or hospital transport to be arranged.
• Make up a medical record for each patient and include all the relevant papers for the doctors to work with e.g. result sheets, history taking sheets, referral form/letter etc. Storage of records to be in line with service policy on record-keeping.
• Using the Rio database / Audit base to register and appoint patients, send out the appointment letters 3 weeks before the appointment date and enclose appropriate leaflets and maps with the letters.
• Photocopy and disseminate Audiologist reports to the appropriate professionals in line with departmental policy.
• Priorities workload dealing with urgent priorities first.
• Work in an efficient way so all parts of the job is completed effectively.
• To demonstrate and explain elements of the job to individuals such as new or junior staff, students or other professionals, as required.
• To attend mandatory Trust courses, participate in the departmental IPR scheme and seek to further own professional and personal development.
• To participate in the departmental clinical audit and effectiveness programme as required, such as assistance with data collection or surveys.
• To seek to promote and use evidence-based practice, such as by participation in the departmental Clinical Effectiveness Group, which contributes to the Clinical Improvement Plan and the development of protocols.

Required Knowledge, Skills, and Abilities