Job summary
An exciting opportunity has arisen for a Waiting List Coordinator to join Ophthalmology Team within the Division of Surgery andCancer. The successful candidate will provide a vital and dynamic team leading role within Ophthalmology, and contribute to the overallperformance of the Head and Neck Service.
The role will work closely with the Ophthalmology team working 5 days per week. You will manage and have responsibility for the day to day management of the theatre lists and adhere to Trust HR policies and procedures.
Main duties of the job
An exciting vacancy has arose to join the Ophthalmology Waiting List team within Surgery & Cancer Division. As a self motivated individual you will become an integral part of the wider admin team.
Duties will include, planning theatre lists and liaising with consultants, secretaries and the higher management team to ensure the mix of patients and procedures is acceptable.
Essentially, the post holder will need to have experience in dealing with patients on a waiting list, knowledge of bluespier/ camis and have a minimum of 3 GCSE to the equivalent of grade C or above as well as excellent keyboard skills.
About us
If you're looking to be part of a service that recognises the important contribution of administrators and a local team who support, encourage and respect one another, then The Division of Surgery & Cancer could be just the place for you!
It is our goal to give those who join Team DBTH the tools and opportunities in order to grow their career, so whether you spend just one year or fifty with us, it's our pledge to help you Develop, Belong and Thrive, Here.
Job description
Job responsibilities
Management of Waiting List
- Maintain elective waiting lists, ensuring that Trust waiting time targets are achieved
- Plan theatre lists and to liaise with Consultants and BMs as necessary to ensure that the mix of patients and procedures is acceptable
- Ensure patients are informed in a timely manner of any cancellations or changes to planned attendance / admission times / appointments
Administration
- Use PAS and other clinical systems to record and examine information about patients in order to maintain data quality on the system
- Arrange Pre-admission assessments and admission dates with patients, by direct negotiation by telephone and face to face; ensure that patients receive correct starving instructions and other relevant information about their admission
- Set up Consultants waiting list codes and patient notifications on PAS and other clinical systems
- Print out PAS and other clinical systems reports in relation to waiting lists, expected admissions and other waiting list related summaries
- Maintain a record of clinical staff absences to ensure that admissions and theatre lists are booked appropriately
Communication
- Liaise with relevant staff and departments in respect of theatre rotas
- liaise with any sub contract organisations as and when appropriate / applicable i.e. Parkhill
- Handle internal and external telephone calls to the department in a professional and helpful manner; take and record details of patients wishing to confirm or cancel their elective admission
- Liaise with ward and theatre staff as required
Supervisory
- Carry out relevant tasks in the absence of the Team Leader
Job description
Job responsibilities
Management of Waiting List
- Maintain elective waiting lists, ensuring that Trust waiting time targets are achieved
- Plan theatre lists and to liaise with Consultants and BMs as necessary to ensure that the mix of patients and procedures is acceptable
- Ensure patients are informed in a timely manner of any cancellations or changes to planned attendance / admission times / appointments
Administration
- Use PAS and other clinical systems to record and examine information about patients in order to maintain data quality on the system
- Arrange Pre-admission assessments and admission dates with patients, by direct negotiation by telephone and face to face; ensure that patients receive correct starving instructions and other relevant information about their admission
- Set up Consultants waiting list codes and patient notifications on PAS and other clinical systems
- Print out PAS and other clinical systems reports in relation to waiting lists, expected admissions and other waiting list related summaries
- Maintain a record of clinical staff absences to ensure that admissions and theatre lists are booked appropriately
Communication
- Liaise with relevant staff and departments in respect of theatre rotas
- liaise with any sub contract organisations as and when appropriate / applicable i.e. Parkhill
- Handle internal and external telephone calls to the department in a professional and helpful manner; take and record details of patients wishing to confirm or cancel their elective admission
- Liaise with ward and theatre staff as required
Supervisory
- Carry out relevant tasks in the absence of the Team Leader
Person Specification
Interpersonal skills
Essential
- Ability to assimilate new practices and knowledge
- Ability to deal calmly and diplomatically with a range of personalities and situations
- Team player with professional approach to work well with colleagues; able to develop good working relationships
- Proactive, self motivated and with a positive approach to work
- Ability to engage and motivate others
- Excellent verbal and written communication skills
- Accurate data entry, typing and checking skills
- Ability to work under pressure to meet tight deadlines in a busy environment
- Ability to prioritise and mange own workload for best effect, work without direct supervision and delegate to others
Desirable
- Evidence of liaising with more than one disipline
Knowledge and Experience
Essential
- Previous experience of working in a clerical/admin role
- Able to provide accurate information independently
- Demonstrate working knowledge of Microsoft packages including word
- Customer Care Experience
- Knowledge of and ability to work to Trust Policies and protocols including Referrals to treatment patient access policy
- Ability to work and promote Standard operating procedures/performance targets
- Experience of working within busy/demanding environment e.g. Multi disciplinary team
Desirable
- Fully conversant with all waiting list functions/bluespier and PAS and the ability to action these independtly
- Good knowledge of speciality specific patient pathways
- Thorough knowledge of healthcare setting in clinical administration role
Qualifications
Essential
- 3 GCSE grade C and above including Maths and English
- NVQ level 3 Admin and Clerical or equivalent qualifications / demonstrable experience and suitable qualifications
- ECDL or equivalent qualifications/demonstrable experience
Desirable
- Business Administration Level 2 Apprenticeship
- Conflict resolution skills
- Ability to initiate and coordinate change to own working practices for service improvement
Organisational Skills
Essential
- A methodical and organised approach to work
- Demonstrates attention to detail
- Excellent verbal and written communication skills
- Time management skills
- Accurate data entry, typing and checking skills
- Ability to work under pressure to meet tight deadlines in a busy environment
- Exercise good judgement; use own initiative
- Ability to prioritise and manage own workload for best effect, work without direct supervision and delegate to others
Person Specification
Interpersonal skills
Essential
- Ability to assimilate new practices and knowledge
- Ability to deal calmly and diplomatically with a range of personalities and situations
- Team player with professional approach to work well with colleagues; able to develop good working relationships
- Proactive, self motivated and with a positive approach to work
- Ability to engage and motivate others
- Excellent verbal and written communication skills
- Accurate data entry, typing and checking skills
- Ability to work under pressure to meet tight deadlines in a busy environment
- Ability to prioritise and mange own workload for best effect, work without direct supervision and delegate to others
Desirable
- Evidence of liaising with more than one disipline
Knowledge and Experience
Essential
- Previous experience of working in a clerical/admin role
- Able to provide accurate information independently
- Demonstrate working knowledge of Microsoft packages including word
- Customer Care Experience
- Knowledge of and ability to work to Trust Policies and protocols including Referrals to treatment patient access policy
- Ability to work and promote Standard operating procedures/performance targets
- Experience of working within busy/demanding environment e.g. Multi disciplinary team
Desirable
- Fully conversant with all waiting list functions/bluespier and PAS and the ability to action these independtly
- Good knowledge of speciality specific patient pathways
- Thorough knowledge of healthcare setting in clinical administration role
Qualifications
Essential
- 3 GCSE grade C and above including Maths and English
- NVQ level 3 Admin and Clerical or equivalent qualifications / demonstrable experience and suitable qualifications
- ECDL or equivalent qualifications/demonstrable experience
Desirable
- Business Administration Level 2 Apprenticeship
- Conflict resolution skills
- Ability to initiate and coordinate change to own working practices for service improvement
Organisational Skills
Essential
- A methodical and organised approach to work
- Demonstrates attention to detail
- Excellent verbal and written communication skills
- Time management skills
- Accurate data entry, typing and checking skills
- Ability to work under pressure to meet tight deadlines in a busy environment
- Exercise good judgement; use own initiative
- Ability to prioritise and manage own workload for best effect, work without direct supervision and delegate to others
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.
