Job summary
To support the provision and management of the IVT waiting lists / MR appointment booking at Doncaster and Bassetlaw Teaching Hospitals and provide administrative support to the Divisional clinical admin teams within the Medical Retina Team in Ophthalmology .
Main duties of the job
Provide administrative/waiting list / reception service support to facilitate the patient pathway. The post holder will work flexibly across services to provide a booking service, process clinic changes, call centre cover, processing of referrals and undertaking a range of general admin tasks as and when required.
Build and maintain close working relationships across the clinical administrative teams, using Standard Operating Procedures (SOP's) to ensure functions of the role are carried out correctly and within given timescales.
Ensure accurate data recording using the Patient Administration System (PAS) and E-referral and other systems; and via the use of Patient Tracking Lists (PTLs) book outpatient/inpatient events in accordance with clinical instruction and national/local waiting time target dates. You may be expected to work on a rota basis to ensure appropriate service cover at all times; this may include cross site working/cross cover with other reception areas/wards.
About us
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 of additional 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.
A modern and forward-facing Trust employing over 6,000 members of staff
Job description
Job responsibilities
- Maintain IVT waiting lists, ensuring that Trust waiting time targets are achieved
- Plan IVT lists and liaise with Consultants, Secretaries and General Manager as necessary to ensure that the mix of patients and procedures is acceptable
- Identify suitable patients for sub-contracts and agree transfer with patients and sub-contractor
- Liaise with other waiting list offices within the trust
- Cancel IVT lists as required and notify patients of cancelled or changed admission dates.
- Liaise as appropriate with clinicians and clinical administration teams to ensure correct recording of patient pathways
- Provide an outpatient/inpatient booking service, using PTLs and agreed processes to ensure effective use of clinic/theatre capacity in accordance with national/local/clinically instructed waiting times
- Using Patient Target Lists (PTLs), proactively monitor waiting lists to ensure patients are appointed in line with clinical instruction/national/local waiting times, escalating where capacity does not allow
- Allow early opportunity to escalate capacity issues in accordance with SOP
- Work closely with colleagues from the cancer performance team, to ensure patients are managed through the pathway in line with the prescribed time scales. Escalating issues to the team leader necessary.
- Ensure appropriate administrative actions for activity outcomes in line with clinical instructions and SOPs; this includes accurate recording of Referral to Treatment (RTT) codes and system discharges
- Administration
- Use Patient Administration System (CAMIS) 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; ensure that patients receive correct starving instructions and other relevant information about their admission
- Locate and retrieve case notes for patients prior to elective admission; pre document patients and prepare case notes according to local requirements
- Set up Consultants waiting list codes and patient notifications on CAMIS
- Print out CAMIS reports in relation to waiting lists, expected TCI dates and other waiting list related summaries
- Maintain a record of clinical staff absences to ensure that admissions and IVT lists are booked appropriately
- Contribute towards Data Accreditation process, ensuring procedures are documented and regularly reviewed.
- Communication
- Liaise with Anaesthetic Department in respect of theatre rotas
- Liaise with the Outsource Team and other sub contract organisations ie 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 IVT admission
- Liaise with ward and theatre staff as required
- Liaise with relevant staff and departments in respect of IVT rotas
- Liaise as appropriate with clinicians and clinical administration teams to ensure correct recording of patient pathways
- Supervisory
- Co-ordinate the work of the Clinical Receptionist & Booking Clerk, including assisting with training
- Assist in representing the department at relevant Trust meetings with regard to admissions office procedures, i.e. attend trauma meetings
- Assume all administrative roles in the absence of the Team Leader
Job description
Job responsibilities
- Maintain IVT waiting lists, ensuring that Trust waiting time targets are achieved
- Plan IVT lists and liaise with Consultants, Secretaries and General Manager as necessary to ensure that the mix of patients and procedures is acceptable
- Identify suitable patients for sub-contracts and agree transfer with patients and sub-contractor
- Liaise with other waiting list offices within the trust
- Cancel IVT lists as required and notify patients of cancelled or changed admission dates.
- Liaise as appropriate with clinicians and clinical administration teams to ensure correct recording of patient pathways
- Provide an outpatient/inpatient booking service, using PTLs and agreed processes to ensure effective use of clinic/theatre capacity in accordance with national/local/clinically instructed waiting times
- Using Patient Target Lists (PTLs), proactively monitor waiting lists to ensure patients are appointed in line with clinical instruction/national/local waiting times, escalating where capacity does not allow
- Allow early opportunity to escalate capacity issues in accordance with SOP
- Work closely with colleagues from the cancer performance team, to ensure patients are managed through the pathway in line with the prescribed time scales. Escalating issues to the team leader necessary.
- Ensure appropriate administrative actions for activity outcomes in line with clinical instructions and SOPs; this includes accurate recording of Referral to Treatment (RTT) codes and system discharges
- Administration
- Use Patient Administration System (CAMIS) 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; ensure that patients receive correct starving instructions and other relevant information about their admission
- Locate and retrieve case notes for patients prior to elective admission; pre document patients and prepare case notes according to local requirements
- Set up Consultants waiting list codes and patient notifications on CAMIS
- Print out CAMIS reports in relation to waiting lists, expected TCI dates and other waiting list related summaries
- Maintain a record of clinical staff absences to ensure that admissions and IVT lists are booked appropriately
- Contribute towards Data Accreditation process, ensuring procedures are documented and regularly reviewed.
- Communication
- Liaise with Anaesthetic Department in respect of theatre rotas
- Liaise with the Outsource Team and other sub contract organisations ie 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 IVT admission
- Liaise with ward and theatre staff as required
- Liaise with relevant staff and departments in respect of IVT rotas
- Liaise as appropriate with clinicians and clinical administration teams to ensure correct recording of patient pathways
- Supervisory
- Co-ordinate the work of the Clinical Receptionist & Booking Clerk, including assisting with training
- Assist in representing the department at relevant Trust meetings with regard to admissions office procedures, i.e. attend trauma meetings
- Assume all administrative roles in the absence of the Team Leader
Person Specification
Eligibility/Qualifications/Training
Essential
- English to GCSE level A-C (or equivalent)
Desirable
- Supervisory qualification or evidence of attendance on training courses
Knowledge and Experience
Essential
- Competent in use of Word/Excel packages
- Substantial clerical experience
Desirable
- Previous hospital or NHS experience working in a clerical/administrative role
- Knowledge of CAMS
- Experience of waiting list procedures and systems
Interpersonal Skills
Essential
- Ability to deal calmly and diplomatically with a range of personalities and situations
- Team Player with a professional approach to work and colleagues; able to develop good working relationships
Desirable
- Evidence of liaising with more than one discipline
Organisational Skills
Essential
- Ability to work under pressure to meet tight deadlines in a busy environment
- Ability to prioritise and manage own workload for best effect and work without direct supervision
- A methodical and organised approach to work
Person Specification
Eligibility/Qualifications/Training
Essential
- English to GCSE level A-C (or equivalent)
Desirable
- Supervisory qualification or evidence of attendance on training courses
Knowledge and Experience
Essential
- Competent in use of Word/Excel packages
- Substantial clerical experience
Desirable
- Previous hospital or NHS experience working in a clerical/administrative role
- Knowledge of CAMS
- Experience of waiting list procedures and systems
Interpersonal Skills
Essential
- Ability to deal calmly and diplomatically with a range of personalities and situations
- Team Player with a professional approach to work and colleagues; able to develop good working relationships
Desirable
- Evidence of liaising with more than one discipline
Organisational Skills
Essential
- Ability to work under pressure to meet tight deadlines in a busy environment
- Ability to prioritise and manage own workload for best effect and work without direct supervision
- A methodical and organised approach to work
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.
