Calum McIvor

Stepping into my new role many processes were absent, measures were not in place to ensure tasks and vital documents were completed and saved. Since then I have implemented new processes to reduce the waitlist times, ensure documents are followed up on and allowed for efficient running of clinic to assist Administration and Nursing.

Key Role & Responsibilities:

• A filing system was implemented for months and dates with corresponding doctors name to referrals.
• A emailing system was introduced to allow for a timely response to urgent and non-urgent emails.
• Arranging of new clinics and clinic templates to allow for category 1 & 2 patients to be seen within wait list times.

Along side this I gained more experience working within my team of Gastroenterology, training new staff and implementing these systems.

• Upon my return, it was time to merge the three portfolios. I incorporated General Surgery within my workload. The program had now split into a clinic and office admin. This drove me to increase my teamwork capabilities as the co-worker and I were now faced with a combined workload. This ran successfully until I transitioned into my new role.

Whilst in Surgical Services I volunteered myself to relieve the Orthopaedic portfolio to give myself a challenge and diversify portfolios within in Surgical Services.

Key Role & Responsibilities:

• Attention to detail was a key aspect when operating in Orthopaedics as I now had to register the referrals as well as book them.
  
• Working with new staff was also beneficial. With a bigger portfolio I was now was able to have the part time support and discuss with other colleagues the most beneficial way for them to assist both roles.
• Coverage of the whole Orthopaedic Portfolios & duties, including phone calls/enquiries, emails, urgent bookings & clinic changes.
• Office Duties (e.g requesting XRAYS, USS and ensuring they were uploaded to the correct database, answering and receiving phone calls from within and outside of the department, ultrasound bookings, entering data into Q-Flow, allocating time to assist other colleagues with their portfolios following completion and review of my own workload.
  
• After the six weeks, I was confident to say I could run the portfolio and put it weeks ahead.
  

Key Role & Responsibilities:

• Extensive knowledge in both Urology & Vascular portfolios ensuring wait list times correspond to category key performance indicators, including clinic appointment management (i.e liaising and communicating with the clinical nurses with regard to new, review and additional patients bookings).
• Clinic preparation and attendance whilst assisting doctor’s and nurse’s requirements to provide an efficiently run clinic.
• Office Duties (e.g answering and receiving phone calls from within and outside of the department, ultrasound bookings, entering data into Q-Flow, allocating time to assist other colleagues with their portfolios following completion and review of my own workload.
• Coverage of the General Surgery Portfolio & duties, including phone calls/enquiries, emails, urgent bookings & clinic changes.

Key Role & Responsibilities:

• Prepare and deliver charts for Orthopaedic, General Surgery, Urology, Vascular and Sonographer clinics for patient appointments throughout The Prince Charles Hospital. I maintain patient confidentiality adhering to the health service policies in relation to transporting and delivering of patient files.
  
• Verify information within the charts providing correct patient demographics, clinic notes, doctor referrals, and test results in readiness for patient appointments. 
• Communicating efficiently and effectively initially with colleagues for assistance where appropriate with workloads and notifying supervisors to minimise delays and interruptions to patient care delivery.

Key Role and Responsibilities:

• Work collegially and cooperatively within an administrative team to ensure accurate recording, storage and transporting of confidential patient records within The Prince Charles Hospital setting.
• Maintain confidentiality whilst accessing secure storage areas of the hospital to retrieve and deliver patient medical records to wards, clinics and other hospital departments.
• Perform general reception and administration duties to contribute to the daily efficiencies and operations of the medical records department.
• Adhere to hospital policies and procedures, standards, guidelines and legislation regarding patient records.