Booking & Scheduling Coordinator

Job description

Job responsibilities

The post-holder is responsible for:

1. Understanding and complying with the Trusts Patient Access Policy, Health Records, Caldicott and Data Protection Act policies;

1. Undertaking to use all patient systems across the Trust including Lorenzo, in addition to localised departmental computerised systems.

1. The collection of data to meet the DoHs minimum data sets for inpatients, day cases and outpatient procedures ensuring that complete, accurate and timely data is recorded on the relevant computerised systems to the highest quality standard;

1. Contribution to the achievement of patient access targets through continual validation of patient pathways, and patient waiting lists escalating any identified issues or delays to the attention of clinical and or management teams

1. The management of complex patient pathways and liaising with multidisciplinary teams in relation to complex surgeries.

1. Take initiative in effectively and efficiently managing the waiting lists of a group of consultants in accordance with all trust policies and government wait time targets.

1. Engage with patients around additional resources and ensure all key information is passed to the patients and to the independent sector where required.

1. Adding patients to the Patient Administration System Waiting List, ensuring that patients are on the correct 18-Wk pathway.

1. Agreeing pre-operative assessment appointments and admission dates with patients, ensuring that all relevant pre-admission checks, tests and x-rays have been completed.

1. Arranging admissions for day case, inpatients and outpatient procedures, selecting the correct waiting list episode, pre-admitting and producing patient TCI letters and ensuring correct codes are selected;

1. Ensure that all cancellations and DNAs (did not attends) are actioned, using defined protocols to deal with patients who wish to change or cancel their appointments or admission date;

1. Booking of short stay, day case and HDU/ICU beds for patients as appropriate

1. Ensuring theatre lists endoscopy lists and out-patient procedure lists are constructed to maximise levels of utilization, liaising with theatre endoscopy and out-patient staff with regards to equipment and reporting any capacity issues to a line manager;

1. Liaising with consultants in relation to case-mix, additions to lists and list changes.

1. Ensuring cancelled patients are replaced appropriately on the theatre, endoscopy and out-patient procedure lists, maintaining maximum levels of theatre utilisation;

1. Assist in the vetting and scheduling of all inpatients in endoscopy Ensuring that all systems are updated and scheduling confirmed with wards once completed.

1. Where required ensure all Best interest meetings coordinated with all staff and complex pathways are updated.

1. Ensure that where required Interpretation services are arranged for all relevant procedure dates.

1. Weekly validation of specialty PTLs to ensure all outcomes are actioned within key timeframes. A PTL review with the Booking & Scheduling Manager is to take place regularly with delays escalated and evidencing of effective waiting list management of complex patient pathways with various teams and stakeholders is to be demonstrated.

1. Attending weekly MDT cancer meetings to ensure that all patients are ready for procedures and are dated within their diagnostic and 62-day pathways in coordination with multidisciplinary teams. Some tracking with internal teams will be required to ensure patients are ready for procedure. Key actions and minutes to be recorded throughout MDT meetings and all actions to be undertaken accordingly.

1. Liaising with other disciplines, staff and departments ensuring relevant information is communicated in a timely manner, acting in a professional and polite manner at all times
2. esponding appropriately and efficiently to all internal and external mail from all disciplines.

1. Responsibility for maintaining departmental stationary supplies and office equipment and ordering where required adhering to budgetary confines and following local departmental processes.

1. Ensuring stock of patient information leaflets is maintained and numbers controlled by recording all relevant information in a departmental excel spreadsheet log ordering additional supplies where required.

1. Ensuring that all specialised kit required to carry out endoscopy procedures are requested in a timely manner through Unisoft and the Endoscopy ward manager at time of booking patient.

1. Ensuring that all specialised kit required to carry out theatre procedures are requested in a timely manner through the theatre utilisation weekly group and recorded within EIS

1. Adapting positively to change when new booking methods or working practice guidelines are introduced;

1. Working additional hours as and when required to meet the demands of the service or when colleagues are absent through annual leave/sickness. Prior notice will be given;

1. Undertaking any other duty as requested by your supervisor / manager which is appropriate to the grade to ensure the smooth running of the department.

Person Specification

Qualifications

Essential

• oeducated to GCSE level or equivalent including Math's and English Grades A - C

Experience

Essential

• oprevious waiting list management and prioritization experience
• oUnderstanding of the patient pathway within an Acute setting
• oExperience of working in an acute hospital setting
• oexperience of dealing with members of the public
• oWorking as part of a team

Desirable

• oExperience of working within multi-disciplinary teams
• oExperience of managing patient pathways oSupervision and delegation of tasks

Skills

Essential

• oexcellent communication skills (written, verbal & telephone)
• o excellent interpersonal skills in order to liaise with clinicians, senior managers, and clerical staff
• oacknowledging and appreciating the needs of patients, carers and healthcare staff
• oexcellent keyboard skills for regular use of computer systems/IT Skills
• oable to react to unpredictable issues; re-Prioritising own workload

Desirable

• ocompetent in the use of Microsoft Word and Excel
• ocompetent use of the IPM Patient Administration System or similar
• oExperience of working on cancer patient pathways.
• oExperience of analyzing waiting lists and patient pathways.

Knowledge

Essential

• ofamiliarity with waiting list administrative procedures and policy issues
• oknowledge of IPM PAS & Ormis (or equivalent)

Desirable

• ounderstanding of medical terminology
• oknowledge of Caldicott guidelines and Data Protection

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Tameside and Glossop Integrated Care NHS Foundation Trust

Address

Tameside and Glossop Integrated Care foundation Trust

Fountain Street

Ashton Under Lyne

OL6 9RW

Employer's website

https://www.tamesidehospital.nhs.uk/ (Opens in a new tab)