Grade IV Appointment Maker

Job Summary:

To provide an efficient and effective appointment service in the modality area assigned.   Ensuring all outpatient / G.P. / external and day case radiology orders assigned to your modality are appointed as per vetting protocol.  Ensure the smooth running of the area assigned.  Liaise with team members/managers/CSR/Radiologists in identifying issues, proposing solutions and implementing changes as needed to meet the demands of the business.

Principal Duties & Responsibilities:

• Point of contact and Liaison Person for Radiologists /CSR/ Radiographers in relation to appointment lists. Dealing with queries regarding urgent cases, force bookings, prep issues. ensuring optimum use of the schedule for patients and staff alike.
• Monitoring compliance with Dashboard waiting list figures, compiling statistics for same and notification to management team of any infringement of targets.
• Supervision and delegation of duties to staff in the area.
• Responsible for resolution of daily issues and problems that arises in the area.
• Ensure area goals are met on a daily basis.
• Recording and tracking of follow-up / surveillance patients and ensuring timely re appointment of follow-up procedures.
• Entering data on Dendrite system in relation to cancer surveillance in line with HIQA standards (where applicable).
• Identify and support training needs for staff in the area, responsible for induction of new staff and recommendation of sign-off for workplace induction checklist.
• Reviewing vetted work lists and scheduling of appointments as per vetting protocols. Print appointment letters, cross check with request and postage of same.
• Responsible for inclusion of any preparation leaflets, antibiotics, prescriptions and or important documents in relation to procedure.
• Rescheduling of all cancelled appointment lists, changes in schedule. Print all reschedule letters, cross check and postage of same.
• Cancellation of all DNA appointments, printing and posting of DNA notification to referring clinician daily.
• Responsible for dealing with any external referrals to your area which includes: Date stamping & logging of all external requests from GP’s and external sites (hospitals, nursing homes and private clinics).  . requests. Registration of G.P. / External patients onto the BHIS, ordering of exam request for vetting purposes on RIS. Scanning of relevant documentation (e.g. referral letter).  Review of vetted work list etc and make appointment etc (as above)
• Responsible for the registration and pre admission of any patients for admission into the Radiology day ward for the area assigned. Ensuring appropriate episodes are created and linked from BHIS to RIS, capturing the correct patient classes, financial classes, attending Clinicians and external Clinicians where necessary. 
• Responsible for ensuring all charts are pulled and prepared in advance of patients attending the radiology day ward which includes ensuring all data is accurate and all forms, labels and notes are printed and filed in appropriate location in chart. (where applicable) ****query if done by
• Responsible for ensuring coding forms accompany all charts/procedures in advance of patients attendance in the radiology day ward where applicable.
• Responsible for notifying radiology reception staff of any new patient that will require creation of new chart on attendance for the radiology day ward.
• Responsible for tracking charts to and from the area assigned.
• Responsible for performing triple ID/Demographic checks on external orders and cross referencing these with the BHIS, on noticing any discrepancies responsible for contacting the patient/GP for verification prior to creating/registering patient.
• Responsible for notifying the RIS/IT staff of any new GP/external consultant not entered on system so these can be created and linked to patient to ensure the report meets their destination/referring clinician.
• Cancellation of incorrect orders on the system according to cancellation protocols.
• Point of contact for all queries in relation to the modality, i.e. appointments, reports, dealing with patients/ referring clinicians on the phone, by mail.

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Selection Criteria: 

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. 

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory

health agencies, or a body which provides services on behalf of the HSE under Section

38 of the Health Act 2004

Or

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of

subjects in the Department of Education Leaving Certificate Examination, including

Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent

examination in another jurisdiction

Or

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the

National Qualifications Framework maintained by Qualifications and Quality Ireland,(QQI).

Note1:

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

2. Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

3. Health

Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

4. Character

Candidates for and any person holding the office must be of good character.

Desirable & Role Specific Requirements:

• Knowledge of the department structure & systems
• Knowledge of PACS / RIS desirable
• Experience in dealing with the public
• Awareness of all hospital functions.
• Team work skills.
• Verbal and written communication skills.

The Post Holder should Demonstrate:

• Knowledge of overall workings of the team
• Knowledge of how role fits into the wider organisational goals
• Excellent Computer Skills
• Excellent Communication
• Ability to delegate / supervise
• Ability to work in a team environment
• Attention to detail
• Planning & Organising
• Adaptability

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)