Waiting List Clerk - Health Records

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The Role

To plan, organise, prioritise and maintain, the day to day administrative tasks associated with the functionality of the outpatient waiting list service. Ensure all patients are processed through the outpatient waiting list by priority and ensure the accurate collection and recording of all local and national data required for statistically measuring waiting time purposes. The post holder is responsible for the overall maintenance related to the data accuracy and breacher monitoring of all outpatient waiting lists liaising with service managers and waiting list coordinators where applicable to ensure patients waiting list targets are met.

To be responsible for the receipt and management of all referrals, liaising with medical and nursing staff and at all times adhering to NHSGGC Waiting List Policy. The post holder will liaise with clinicians to plan management for patients, allocate appointments, deal with telephone enquiries from internal/external agencies, ensuring capacity is utilised to full potential. Post holder will ensure accuracy and completeness of data input and will extract, collate and summarise information from the database to provide statistical reports for management.

Duration, Location, and Working Pattern:

• Location: Glasgow Royal Infirmary
• Contract Type: Permanent
• Working Hours: Full time post at 36 hours per week.
• Shift Pattern: Monday to Thursday 0830 - 1630, Friday 0830 - 1615.

Key Responsibilities

• Responsible for the day to day coordination of all duties related to outpatient clinics/daycase clinics /admissions, including sending out appropriate instruction / medication to patients.
• First point of contact for patients, GPs, nurses, PAMS, HCPs, administrative and clerical staff when appointments for specialties are required.
• Management of own workload, including prioritising and planning of workload according to urgency.
• Ensure timely remit of all referral letters for clinical vetting, review of letters on return and amendment of all Speciality and sub-Speciality outpatient/ day case/inpatient waiting lists entries as per clinical instruction, ensuring all letters are returned and actioned within set timescales.
• Utilisation of the NHS CHI system to ensure all patients are furnished with the appropriate identifier, ensuring that all records are updated. Ensure all ‘double registrations’ on PMS system are identified and merged.
• Provision of outpatient/ day case/inpatient waiting lists reports to clinicians/ Clinical Service Manager/ General Manager to facilitate the selection of patients for appointing.
• Generation of all patient correspondence to advise of addition to waiting Lists, indication of any action, and to provide estimation of potential Waiting Times.
• Collation of all Referral Letters from internal and external mail systems, including SCI Gateway system and ensure allocation of referral letters to appropriate Specialities and sub-Speciality categories, ensuring addition to appropriate outpatient/ day case/inpatient waiting lists.
• Ensure all required ‘key’ data fields are completed to facilitate analysis of the outpatient/ day case/inpatient waiting lists for NHSGGC.
• Management of all outpatient/ day case/inpatient waiting lists, including provision of current and up to date waiting times to clinicians/ Clinical Service Manager/ General Manager.
• Management of all booking of patient appointments, in accordance with all Health Records and Scottish Executive protocols.