Job summary
We are looking for an enthusiastic and motivated individual to join our Endoscopy booking team. You will be working as an Endoscopy Booking Coordinator at Doncaster Royal Infirmary based in the Endoscopy Unit. The role involves negotiating appointment dates with patients either by telephone or in person taking into consideration their clinical requirements and which endoscopist would be appropriate to perform the procedure.
Main duties of the job
The Endoscopy Booking Team are responsible for booking and managing 73 endoscopy lists per week across 2 sites. Ensuring all patients are booked within a timely manner adhering to National and Trust Targets.
You will be required to display tact and diplomacy where appropriate, demonstrate a flexible approach to working within a team environment along with the ability to work under pressure to meet targets. Excellent communication skills are essential when dealing with senior staff, colleagues, patients and the general public.
About us
The Endoscopy Unit is an extremely busy environment providing services 7 days a week across the Trust. This is a high functioning team with excellent opportunities for the right applicant
Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust is one of Yorkshires leading acute trusts, serving a population of more than 420,000 across South Yorkshire, North Nottinghamshire and the surrounding areas.
Hosting three main hospital sites and a number ofadditional services, the Trust is one of only five Teaching Hospitals in Yorkshire and by 2018 is projecting to train 25% of all medical students in the region, while we currently train 30% of all other healthcare professional students.
Job description
Job responsibilities
- Taking telephone messages and dealing with enquiries, including patient enquiries regarding their bowel preparation, medication, medical condition, home situation, any anxiety, explaining sedation/procedures etc and offering reassurance.
- Receiving patient referrals into unit and dealing with appropriately.
- Maintain accurate inpatient/day case waiting list on computer for the consultant endoscopists and ensure demand/capacity levels maintain an even keel.
- Negotiate appointment dates with patients either by telephone or in person taking into consideration their clinical requirements and which endoscopist would be appropriate to perform procedure. (Booked admissions).
- Input appointments onto both CaMIS and Endosoft and produce TCI documents.
- Work closely with nurses and medical team to make decisions. Take senior advice if necessary.
- Liaise with consultants and their patients to arrange private endoscopy appointments. Liaise with Parkhill.
- Keep accurate manual and electronic diary for endoscopy lists. Be conversant with Endosoft.
- Ensure 2-week wait criteria is met. Receive phone calls from GPs to book these urgent appointments using clinical criteria set down.
- Understand and maintain hospital waiting lists and targets including the 18 week RTTP.
- Produce and send patients appointments out including all the appropriate paperwork and bowel preparation (if necessary) for the particular procedure they are having. Arrange any transport required for patients and book beds if needed.
- Produce clinic lists and make sure notes and appropriate paperwork is all there for clinic. .
- Make sure appropriate action is taken post clinic and notes dealt with accordingly. (Biopsies taken, endoscopy report to GP within 24 hours etc.)
- Opening and distribution of mail.
- Collect any appropriate data required.
- Maintain detailed information regarding movement of case notes.
- Liaising with other departments, hospitals etc as appropriate.
- Any duties needed in regard to any audits been undertaken by the department.
- Training of new staff.
Health and Safety Responsibilities for Each Employee:
To comply with safety instructions/policies laid down.
- To use in a proper and safe manner the equipment and facilities provided.
- To refrain from the wilful misuse or interference with anything provided in the interests of health and safety and any action which might endanger yourself or others.
- To report as soon as practicable all hazards and defects to your senior.
- To report as soon as practicable all accidents and untoward occurrences and to ensure Accident Forms are complete.
Please see Job Description & Person Specification for further details.
Job description
Job responsibilities
- Taking telephone messages and dealing with enquiries, including patient enquiries regarding their bowel preparation, medication, medical condition, home situation, any anxiety, explaining sedation/procedures etc and offering reassurance.
- Receiving patient referrals into unit and dealing with appropriately.
- Maintain accurate inpatient/day case waiting list on computer for the consultant endoscopists and ensure demand/capacity levels maintain an even keel.
- Negotiate appointment dates with patients either by telephone or in person taking into consideration their clinical requirements and which endoscopist would be appropriate to perform procedure. (Booked admissions).
- Input appointments onto both CaMIS and Endosoft and produce TCI documents.
- Work closely with nurses and medical team to make decisions. Take senior advice if necessary.
- Liaise with consultants and their patients to arrange private endoscopy appointments. Liaise with Parkhill.
- Keep accurate manual and electronic diary for endoscopy lists. Be conversant with Endosoft.
- Ensure 2-week wait criteria is met. Receive phone calls from GPs to book these urgent appointments using clinical criteria set down.
- Understand and maintain hospital waiting lists and targets including the 18 week RTTP.
- Produce and send patients appointments out including all the appropriate paperwork and bowel preparation (if necessary) for the particular procedure they are having. Arrange any transport required for patients and book beds if needed.
- Produce clinic lists and make sure notes and appropriate paperwork is all there for clinic. .
- Make sure appropriate action is taken post clinic and notes dealt with accordingly. (Biopsies taken, endoscopy report to GP within 24 hours etc.)
- Opening and distribution of mail.
- Collect any appropriate data required.
- Maintain detailed information regarding movement of case notes.
- Liaising with other departments, hospitals etc as appropriate.
- Any duties needed in regard to any audits been undertaken by the department.
- Training of new staff.
Health and Safety Responsibilities for Each Employee:
To comply with safety instructions/policies laid down.
- To use in a proper and safe manner the equipment and facilities provided.
- To refrain from the wilful misuse or interference with anything provided in the interests of health and safety and any action which might endanger yourself or others.
- To report as soon as practicable all hazards and defects to your senior.
- To report as soon as practicable all accidents and untoward occurrences and to ensure Accident Forms are complete.
Please see Job Description & Person Specification for further details.
Person Specification
Qualifications
Essential
- Minimum of 3 GCSEs including English and Maths at Grade C or above or equivalent qualification
Desirable
- ECDL or equivalent qualification
Experience
Essential
- Previous experience working in a clerical/administrative role
- Demonstrable working knowledge of Microsoft packages including Word
- Commitment to acquire & apply knowledge of RTT National and local waiting times rules
Desirable
- Previous hospital or NHS experience working in a clerical/administrative role
- Knowledge of medical terminology
- Knowledge of Trust Policies, including Hospital to Treatment Patient Access Policy
- Knowledge and understanding of RTT National and local waiting time rules
Interpersonal Skills
Essential
- Ability to deal calmly and diplomatically with a range of personalities and situations
- Proactive and positive approach to work
- Flexible and adaptable, able to take direction and instruction from others
Desirable
- Experience of customer care
Organisational Skills
Essential
- A methodical and organised approach to work
- Time management skills
- Ability to work under pressure to meet tight deadlines in a busy environment
Person Specification
Qualifications
Essential
- Minimum of 3 GCSEs including English and Maths at Grade C or above or equivalent qualification
Desirable
- ECDL or equivalent qualification
Experience
Essential
- Previous experience working in a clerical/administrative role
- Demonstrable working knowledge of Microsoft packages including Word
- Commitment to acquire & apply knowledge of RTT National and local waiting times rules
Desirable
- Previous hospital or NHS experience working in a clerical/administrative role
- Knowledge of medical terminology
- Knowledge of Trust Policies, including Hospital to Treatment Patient Access Policy
- Knowledge and understanding of RTT National and local waiting time rules
Interpersonal Skills
Essential
- Ability to deal calmly and diplomatically with a range of personalities and situations
- Proactive and positive approach to work
- Flexible and adaptable, able to take direction and instruction from others
Desirable
- Experience of customer care
Organisational Skills
Essential
- A methodical and organised approach to work
- Time management skills
- Ability to work under pressure to meet tight deadlines in a busy environment
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).
