Job summary
Admissions Coordinator - Planned Investigation Unit (PIU)
An exciting opportunity has arisen to be a part of the PIU admissions team.
We are looking for an enthusiastic and energetic individual to work in this busy department, which will entail working alongside another Admissions Coordinator to plan elective daycase admission lists for the Planned Investigation Unit clinical team. The admissions team is supported by a clerical officer who will man the reception desk and undertake notes prepping which means the successful candidate will cover during absences and also lead by example.
Applicants should have a responsible attitude, be proactive, demonstrate using initiative and excellent communication skills as a high degree of liaison is required with clinicians, nursing staff, other departments and service line management.
Please contact Ria Palmer (Team Leader) 01752 433393 or Stacie Bennett stacie.bennett@nhs.net for further information about this post.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide a comprehensive pooled booking service for the Planned Investigation Unit (PIU) in an efficient and timely manner, for pre-assessment and daycase admissions. In particular to manage the addition of patients to the PIU waiting list and the selection and booking of patients for pre-assessment and daycase admission booking in accordance with trust policies and procedures.
Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.
Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Be responsible for placing patients onto the waiting list using accurate coding.
- Manage the PTL selecting patients for admission on the basis of clinical priority and agreed protocols, in liaison with directorate and clinicians.
- Be responsible for arranging patient admissions in accordance with clinical priority determined by the medical teams and chronological waiting list time.
- Printing and distributing admission lists to all appropriate staff on a daily/weekly basis.
- To be accountable for ensuring all capacity is fully utilised.
- Responsible for liaising with clinicians, nursing staff, and departments to facilitate patients pre-op appointments and admissions.
- Reorganise lists to accommodate short notice or urgent patients.
- Assess and analyse capacity requirements that meet PTL targets and availability of beds.
- Take appropriate action when capacity proves insufficient to accommodate number of patients who need to be treated, including escalating to management.
- Responsible for the supervision and training of the clerical officer and any NVQ students.
- Take appropriate actions with regard to telephone call from patients, GPs and other agencies using initiative within trust guidelines.
- Prioritise own workload and work without supervision.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Ensure effective communication with all members of the multi-disciplinary team.
- Co-ordination of speciality waiting lists within the framework for the Trusts Waiting List Policy.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Flexible, respond to trust needs to book vacant slots on a urgent basis.
- Exposure to distressing/emotional circumstances, i.e. dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Receive and deal with confidential and sensitive telephone enquiries from parents/carers of patients, be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
- To be a team member within the office and able to multi task within the various areas.
- To work closely with other admin and clerical staff within the trust.
Job description
Job responsibilities
- Be responsible for placing patients onto the waiting list using accurate coding.
- Manage the PTL selecting patients for admission on the basis of clinical priority and agreed protocols, in liaison with directorate and clinicians.
- Be responsible for arranging patient admissions in accordance with clinical priority determined by the medical teams and chronological waiting list time.
- Printing and distributing admission lists to all appropriate staff on a daily/weekly basis.
- To be accountable for ensuring all capacity is fully utilised.
- Responsible for liaising with clinicians, nursing staff, and departments to facilitate patients pre-op appointments and admissions.
- Reorganise lists to accommodate short notice or urgent patients.
- Assess and analyse capacity requirements that meet PTL targets and availability of beds.
- Take appropriate action when capacity proves insufficient to accommodate number of patients who need to be treated, including escalating to management.
- Responsible for the supervision and training of the clerical officer and any NVQ students.
- Take appropriate actions with regard to telephone call from patients, GPs and other agencies using initiative within trust guidelines.
- Prioritise own workload and work without supervision.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system.
- Ensure effective communication with all members of the multi-disciplinary team.
- Co-ordination of speciality waiting lists within the framework for the Trusts Waiting List Policy.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Flexible, respond to trust needs to book vacant slots on a urgent basis.
- Exposure to distressing/emotional circumstances, i.e. dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Receive and deal with confidential and sensitive telephone enquiries from parents/carers of patients, be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
- To be a team member within the office and able to multi task within the various areas.
- To work closely with other admin and clerical staff within the trust.
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Thorough proven knowledge of iPM waiting lists
- Previous demonstrable experience using Primary Target Lists
- Demonstrable experience of working within a busy environment
Desirable
- Demonstrable Experience of iPM in the context of using inpatient waiting lists for admissions
- Proven Knowledge and demonstrable experience of working within the diagnostic RTT pathway targets
Qualifications
Essential
- Educated to NVQ level 3 or equivalent qualification or equivalent demonstrable experience in an administrative environment
Desirable
- Proven Evidence of continuing professional development
APTITUDE & ABILITIES
Essential
- Ability to deal with difficult/anxious people using tact and diplomacy
- Ability to prioritise workload and work to deadlines
- Ability to resolve conflicting situations
Desirable
- Understanding the trust's waiting list policy within the work place
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Thorough proven knowledge of iPM waiting lists
- Previous demonstrable experience using Primary Target Lists
- Demonstrable experience of working within a busy environment
Desirable
- Demonstrable Experience of iPM in the context of using inpatient waiting lists for admissions
- Proven Knowledge and demonstrable experience of working within the diagnostic RTT pathway targets
Qualifications
Essential
- Educated to NVQ level 3 or equivalent qualification or equivalent demonstrable experience in an administrative environment
Desirable
- Proven Evidence of continuing professional development
APTITUDE & ABILITIES
Essential
- Ability to deal with difficult/anxious people using tact and diplomacy
- Ability to prioritise workload and work to deadlines
- Ability to resolve conflicting situations
Desirable
- Understanding the trust's waiting list policy within the work place
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
